ARBOR GROVE HOA, INC.
Arbor Grove Board of Directors Meeting Minutes
Date: April 22, 2013
Attendees: Sally Bradbury, Irv Paul, Jason Angelicchio and Jeff Andry
Time of meeting: 6:15 pm
The following changes will be made to the Board of Director assignments:

Sally Bradbury will assume the President responsibilities and retain current Treasurer role

Jim Williams will relinquish President responsibilities per his request and retain the Pool
Chairman role

Irv Paul will monitor the Arbor Grove HOA e-mail and voice mail messages
HO Bank Account - Fifth Third Bank has been applying monthly charges due to not meeting certain
requirements such as minimum balance and low activity. In order to eliminate these charges the
following action has been taken:

Moved pool account fund into the general reserve account

$22,000 in total reserves

Adjusting to two accounts vs. three accounts: Operating Account & Reserve Account

Research to determine better banking facility to meet our needs
Filing of 2012 Taxes completed – Sally Bradbury
HOA Paper Files – stored in pool room

Please ensure this remains locked/secured
Neighborhood Garage Sale – May 17 & 18, 2013
The following methods will be utilized for the advertising of our sale:






Face Book – HOA – already posted
Craigslist – Jeff Andry will post - free
Indy Star – Jeff Andry will set up advertisement
Signs – Jeff Andry will set up signs and place out front in accordance with City of Noblesville
Website – Arbor Grove – already posted
Kristen Gleim – klgleim@gmail.com (offered her assistance)
Pool Opening – May 24, 2013
Pool Services 2013

Porter Pool Management – daily service
Sally will post the pool opening date on AG website
Pool permits will be completed by Jim Williams and filed by 5/15/13 deadline
Status of Home Renovations - 15860 Symphony Blvd.

Jason Angelicchio provided written update on status of the home damaged by a fire in June
2012

June 2013 estimated completion date

Update will be posted on the HOA website
Review Balance Sheet

Street Lighting – Duke did not read February meter correctly and reason for March not showing
any amount owed as there was a correction. Happens every year.

-265.36 return for unused pool tiles. Credit.
Accounts Receivable Update:

$8,384.50 outstanding; 21 properties with 4 properties owing for multiple years

$710 will be written off due to foreclosure

Sally will be sending out new invoices for dues owed – April 30, 2013

Accounts payable - $0
Spring Newsletter

Reminder to include mailbox information found on website

Jason Angelicchio recommends waxing the outside of mailbox to bring back shine. Please do not
wax the lettering

Water balloons are not allowed at the pool; it can damage the pool pump; any damages caused
by your balloons will be cause for your pool privileges to be revoked and resident to pay
damages.

There have been issues with dogs and owners not picking up feces left in common areas or
neighboring properties. Letters will be sent to the owners.
Landscaping – Projects:

8 flats of annuals at the pool $320

Arbor Grove entrance landscaping $4800 (Spring)

Island landscaping $4000 (Fall)

Pool Sprinkler Project $3500 (Spring)
Meeting Date: 07/15/2013 @ 6:35 PM
Attendees: Sally Bradbury, Jason Angelicchio, Irv Paul, Jan Noelle, Kristen Gleim and Jeff Andry
and guest attendee Gerry Porter of Porter Pool Management for pool update discussion only
Pool Update: Gerry Porter
Discussion of future pool repair, replacement needs + options. Pool pump, filter etc
mechanicals are currently working and not in need of repair. Discussion included:

Prepare to repair pump motor – estimated 2 day job

May need to replace filter

Modify pumps to work independently

Clarity issue could be filters
 Cyan uric acid is constant problem right now due to new lower threshold in Hamilton
County

Salt Cell option $4,000 – no chlorine; last 5-7 years

Gerry will provide quotes on different options discussed
Discussed current and future of the board:

By-laws – 6 maximum can be on board; can increase with board vote/approval

Must file any change with county; post on website

Sally Bradbury resigning from board due to upcoming home sale/move
 Her current responsibilities of President and Treasurer must be transitioned to other board
members.
The following neighborhood homeowners have volunteered to take on roles with the board:

Jan Noelle

Kristen Gleim

New board roles:

President –Irv Paul

VP – Jason A.

Common Grounds Chair – Jan Noelle

Treasurer – Irv Paul

Architectural Review – Jason A

Pool Chair – Jim Williams

Communications/ Social Media-Kristen Gleim

Jim Williams will handle filing of and release of liens for association dues as necessary
Annual Board Meeting:

October 8th, 2013 @ 7:30 pm; Noblesville Library

Kristen Gleim will schedule room

Back-up date: October 1, 2013
August Meeting to prepare for Annual Meeting

Scheduled 8/26/2013 @ 7:00 pm

Need set agenda
 Proposed Budget (must be provided in letter to residents informing them of meeting date
and time; letter must be sent no more than 30 days and not less than 10 days prior to the
meeting)
Updates on common grounds:

Tree trimming needs

Ash Bore is still an issue

Sprinkler Test (7/16) for new system

Symphony entrance needs updated and repaired due to radio station water installation
Update on Pool Keys

Meeting scheduled with current vendor to upgrade system and review options for 2014
swim season
Updates on past due association dues:

8 outstanding liens (1 to be released this week)

3 liens over 1 year old – 2 are in foreclosure
Updates on expenses and cash flow:


Waiting on bank statement to prepare June month end reports
Will be complete by 25th




Budget is on track except for items mentioned previously (sprinkler repair, pool minor
misc purchases). These items will not damage financial position as we had a
conservative budget with enough cushion
Reserve fund deposits are required until Fund equals 50% of General Assessment.
Currently, the fund equals about $20k. If we consider a large portion of that Pool
Reserve, we still need to contribute to the Contingency Reserve account this year. The
deposits for pool and contingency will be made this week. No other reserve deposit will
be necessary for the remainder of 2013
It appears that we are running a deficit budget compared to income, however when
taking the $4,900 reserve fund deposits (that we are paying ourselves) we break even
Consideration of annual dues increase should be given after review of the potential pool
pump replacement and future irrigation needs
Meeting Date: 08/26/2013
Attendees: Irv Paul, Jim Williams, Jason Angelicchio, Jan Noelle, Kristen Gleim, Gregg Scott and Jeff
Andry
Architectural Review – Jason Angelicchio


Identified home with barn that requires painting to match home. Jason will confirm address for
letter to be mailed by Secretary, Jeff Andry
Hand-out – Architectural Review Committee Report
Pool Review – Jim Williams





Expected pool close date will be 9/3/2013 (revised to remain open 9/6, 9/7 and 9/8 due to
above avg. temperatures and favorable agreement with pool service)
All pool keys are active that need to be active
Status of current pool keys and pool key access
o 325 active pool keys / 213 homes
o Next year – will buy new cards & distribute to each homeowner of record when annual
dues are paid
o This will require additional mailing expense
Gerry Porter / will close pool and winterize
o There is no requirement for volunteers to assist
o Need to turn off phone
Jan presented the following projects for the pool:
o cost to add kick panels on pool doors:
 $20.00 / piece for kick panel
 $30.00 / piece for putting on kick panel + paint
o Bid to paint pool house - $1,000; 2014 project
o Waiting for estimate on auto shut off on showers
o Add bulletin boards around pool for next year to increase ability to communicate
Common Grounds – Jan Noelle




JSD – has started mowing the common grounds for Aspen who AGHOA has contracted for these
services. All billing will continue thru Aspen at agreed upon pricing.
Board approved bidding the mowing and fertilizer services for 2014 that we look at one
vendor/service provider. We prefer working with one vendor
Jan Noelle can proceed with obtaining bids for 2014 common grounds areas
Irv Paul has managed the mowing in areas not being watered to help decrease costs associated
with mowing.


Front Entrance project – still need bid/pricing; Jan will obtain and present to board via e-mail;
this project was approved for 2013 budget.
Kim Fulton @ Aspen provided board with Ash Tree handout due to the Ash bore issue
o Each Arbor Grove homeowner will be responsible for replacement of any trees
impacted by the Ash bore.
o 14 Ash trees located in the common areas
o Kim will provide suggestions to homeowners with types of trees for consideration on
replacement of existing when it is required.
o Attachment A to the minutes will be posted on the website and discussed further at the
annual meeting


Irv Paul suggests we do not have any additional mulching for balance of year and utilize
towards front entrance project.
Symphony entrance project is still outstanding
Sidewalks / replacement



Kristen Gleim has received information that the city may be responsible for repairs due to
settling and unevenness.
There is some questions around this due to prior information indicated city was advising not
being responsible.
We are working with the city for clarity and will share with homeowners at annual meeting
Ponds

Treating has been observed on the ponds; no other issues
Other items:
Skateboards




Concerns raised around increase skateboard activity on the streets and safety issues with
normal vehicle traffic.
This is not an issue the AGHOA is responsible for and will refer any calls by homeowners to
contact local authorities for assistance.
City ordinance has been identified and brought to the meeting. Please refer to ordinance 73.02
Running, Jogging or Walking on Roadway and 70.22 Use of Coasters, Skateboards, Roller Skates,
and the Like Restricted. Attachment B on the website is the ordinance
Jeff Andry met with neighbors on Timpani Way to review situation and make suggestions. All
parents were understanding and cooperative.
HOA Website Services



HOA board has been utilizing Go Daddy for the AGHOA website
Kristen wanted to see if we were open to moving services for a better product
HOA board approves moving services if it benefits us to provide a better product and service for
the board and homeowners
Annual Board Meeting



Scheduled for 10/8/2013 @ 7:30 pm / Noblesville Library
Mail notice to homeowners no sooner than 9/10/2013 communicating annual meeting
time/place include blank application for anyone wanting to be on the HOA board.
Surveyor letter from the Hamilton County Surveyors office. This is posted on the website and
all property owners on Wheeler Drain received letter. Letter statesto AG homeowners that
dumping grass clippings and other debris in the drainage areas as marked by the city is a
violation and will be advised to have these items discarded through approved means.
Budget Review – Irv Paul

Budget documents provided to the board for review:
o January – December 2014 Profit & Loss Budget Overview
o January – December 2013 Profit & Loss Budget Overview
o Final draft to be submitted to Board of Directors by October 1
Date: November 4, 2013
Arbor Grove Board Meeting
Attendees: Irv Paul, Kristen Gleim, Craig Hixon, Jason Angelicchio, Jeff Andry
Ash Tree Review






Irv will check with city to see if they have an process to replace street trees
Approx 60 homes with Ash Trees on sidewalk
Quotes received from the following landscape companies: Picasso and Aspen
These quotes provide tree replacement options; Picasso includes process to save existing ash
trees
Tree removal only: approximately $200
Total cost of removal and replacement: approximately $500
Board Responsibilities:







Pool – Kristen Gleim
Architecture / Compliance – Jason Angelicchio
o The following Arbor Grove residents will be Architectural Review Committee Members:
 Daniel Willis
 Jeff Behlmer
Common Grounds / Maintenance – Craig Hixon
Secretary – Jeff Andry
Treasurer – Irv Paul
Communication- Kristen
President- Irv
Arbor Grove website: future plans include a more robust website
Architectural Review – Jason Angelicchio


Summary provided on all approved architectural reviews for 2013
A draft provided by Jason Angelicchio for new Architectural Review Guidelines & Procedures.
Need to have board members + Sally Bradbury, Jan Noelle, Daniel Willis and Jeff Behlmer review
for recommended changes and approval
Pool Review



Gary Porter provided quote for new Salt system to replace current pool pump - $9625
Kick Panels on doors
Men’s bathroom door needs repaired
Common Grounds / Maintenance - Craig Hixon





Mowing now and at the end of month + fertilization
Craig Hixon to seek another bid for ground maintenance; Irv and Craig will review all bids
Received the following ground maintenance proposals for 2014:
o Picasso proposal review
o Aspen proposal review
Entrance lights in front entrance of Arbor Grove damaged with recent landscape project
Request to replace trees on Arbor Grove and board needs to decide on recommended tree
Budget Review – Irv Paul


4 homes – dues still outstanding
Need to decide if we want to pursue through legal representation in order to collect outstanding
dues
Facebook page for AGHOA – currently quiet on any activity