Date: January 21, 2014
Arbor Grove Board Meeting
Attendees: Irv Paul, Kristen Gleim, Craig Hixon, Jeff Andry, Jason Angelicchio
Review and approve Meeting Minutes from November 2, 2013


Minutes outstanding
Jeff Andry to submit electronic version
Architectural Committee Report – Jason Angelicchio



Review new Architectural Review Guidelines
Board Members Review Proposed Architectural Review Guidelines and
Procedures
o 3 Questions to ask yourself before we submit for approval:
o Is the proposal reasonable and make sense?
o Is it enforceable?
o Does is violate any ordinance that already exists with the city?
Other items for review:
o Leon Neal project – no update
o Symphony House Update – status queue
Pool Report – Kristin Gleim




Need to sign 2014 pool contract after review
o Porter Pool Management (Gerry Porter) bid received
o Action: Will be requesting additional bid for maintenance contract
Need additional quote/estimate for chlorine system bid
Need additional quote/estimate for salt system
o Action: Craig Hixon to request
The following items will be reviewed when weather breaks
o Kick panels all 3 doors
o Auto shut off for showers
o Bulletin Boards for next year
o Fountain Pressure
o Back Room Clean up
Common Grounds – Craig Hixon






2014 Contract Results
o Wesley’s bid proposal for 2014 landscape and lawncare received
o Need cost savings information between Wesley’s and Aspen
Several entrance lights on Arbor Grove will be repaired
Symphony entrance plan will remain on agenda
Ash Bore Update
o City of Noblesville has replacement plan for Ash Bore infested trees
o Need to confirm if extended to Arbor Grove
o Need to confirm the plan for replacement trees in respect to the type and
consistency for Arbor Grove in general and for each street
o Need to determine time frame for the replacement and ensuring
compliance
o Future review of Ash trees on the Arbor Grove HOA property (not street0
Sidewalk settling
o Submitting photos to City of Noblesville on sidewalks that have settled in
the neighborhood and are a potential liability hazard
ASAP Aquatics – held the price – contract for 2014 submitted – retain
Communications / Social Media Report – Kristen Gleim


Website updates
Feedback and concerns with Facebook page - none
Financial Update – Irv Paul





Need volunteer to check the books
Review of final year end statements
HOA required to complete compilation audit annually or pay outside CPA
o Seek assistance of Sally Bradbury
Accounts Receivable – will provide further update after meeting with attorney
o Check back at end of February & must make decision
o 4 outstanding dues of $2650
Approved Final 2014 Budget
New Business


Christmas decoration bill from Matt Davis – paid
HOA compliance to guidelines


o Need plan on enforcing compliance
Traffic cones – 15868 Concert (send letter again?)
o Will confirm if still an issue at next board meeting - Jeff
Next meeting end of February before Irv Paul leaves 2/27/2014
Date: February 25, 2014
Arbor Grove Board Meeting
Attendees: Irv Paul, Kristen Gleim, Craig Hixon, Jeff Andry
Approved Meeting Minutes from November 2, 2013 and January 14, 2014
Parking on Street
1. Commercial Railroad truck – temporary situation and agreed to allow to keep
truck on the street for 30 days
2. Black Chevrolet Cavalier – cannot be within 30 ft of the stop sign
o – Black Chevrolet Cavalier; Send letter
o Ordinance IC 9-21-16-5 reference
o Send letters to anyone within 30 ft of stop sign; 15 ft of hydrant
3. Need to decide what parking regulations we want to revise or adopt for the
covenants part J
Pool Report - Kristen Gleim
1. Comparison of System Replacements

Salt System Replacement
o Porter Pool Management estimate $9625
o H&L Pool Management estimate $14,000 but has extras in the estimate
not included in Jerry Porter’s estimate

Liquid Chlorine System
o H&L Pool Management LLC estimate $7203
o Aquatic Management of Indianapolis estimate $6010
2. Pool Service



H&L Pool Management LLC - $8,995
Aquatic - $7,425
Porter Pool Management $12,300
o Kristen to confirm references for H&L Management LLC
o If references check, contract will be approved and signed by Kristen Gleim
3. The following items will be reviewed when weather breaks (carry over from last
meeting):
o Kick panels all 3 doors
o Auto shut off for showers
o Bulletin Boards for next year
o Fountain Pressure
o Back Room Clean up
Common Grounds – Craig Hixon





2014 Common Grounds Contract Results:
o Wesley’s Landscape & Lawncare bid proposal for 2014 mowing & ground
maintenance accepted
o Wesley’s to provide pricing for homeowners on mowing and fertilizer
services
o Aspen has been notified that contract will not be accepted
Dog droppings are an issue at the front of main entrance; need to address with
any dog owners who are not picking up after their pets.
Voles appear to be an issue in the front entrance area. Craig will refer to
Wesley’s to determine if any options in getting them removed.
Symphony entrance plan will remain on agenda for 2014
Ash Bore Update
o City of Noblesville has replacement plan for Ash Bore infested trees
o Need to confirm if extended to Arbor Grove
o Need to confirm the plan for replacement trees in respect to the type and
consistency for Arbor Grove in general and for each street
o Need to determine time frame for the replacement and ensuring
compliance
o Future review of Ash trees on the Arbor Grove HOA property (not street0
Communications / Social Media Report – Kristen Gleim

Website updates – evaluating website options outside of current Go Daddy
account
Financial Update – Irv Paul

Need volunteer to check the books; Irv to find someone to assist



HOA required to complete compilation audit annually or pay outside CPA
o Sally Bradbury cannot conduct audit due to her involvement with books
last year
o Irv Paul will seek out a reference from his CPA to confirm cost to complete
audit
Accounts Receivable – Update:
o 2 out of the 4 are outstanding from last meeting; 2 paid off balances owe
o March 7, 2014 will be due date for annual dues still outstanding for 2014; if
not received, they will receive new bill with $25.00 late fee charge
o 2014 annual dues – 19 still outstanding
Review Final 2014 Budget
Otto’s Streetscape Solutions & Arbor Grove


Special pricing for 2 years on replacement mailbox / post / entire unit
Posting on AG website
Sidewalk settling

Carry over from last meeting; will need to submit photos to City of Noblesville on
sidewalks that have settled in the neighborhood and are a potential liability
hazard
Spring Newsletter





Spring Newsletter for 2013
o 3rd week of April 2013
o Garage Sale was May 17th
Garage Sale: Friday May 16th and Saturday May 17th, 2014; Thursday May 15th
– Arbor Grove residents only night from 5:30 pm to 7:30 pm
Spring Newsletter material needs to be submitted to Jeff Andry by 4/1/2014; Jeff
Andry will format and submit to Irv for printing prior to meeting
April 22nd 2014 scheduled board meeting, the new Spring Newsletter will be
brought to the meeting for envelope stuffing
New pool keys will be included in the mailing
Date: April 22, 2014
Arbor Grove Board Meeting
Attendees: Irv Paul, Kristen Gleim, Craig Hixon, Jason Angelicchio, Jeff Andry
Pool

H&L Pool Management – will open pool

Will have automatic showerheads quoted- result of quote was too expensive for
payback

Irv will turn on water

Keys are being mailed; 15 keys will not be mailed to any homeowners who have
outstanding dues
Compliance letters

Final format to be resolved by next meeting and first audit in June
Facebook
No updates
Common Grounds

Landscaping – mulch completed

Lighting repair project will be completed

Muskrats appear to be issue around ponds

Ash Bore – What is the city thinking? We think the city will provide assistance

Sidewalks – will check with city if they will provide repairs
Website
Otto’s to be added to the website
Financial Update



Utilized full budget for snowplow services this winter
Pool keys exceeded expected costs
$4,769.50 outstand receivables; 15 homeowners
Architectural Guidelines

Jason will make adjustments for finalization and approval
Garage Sale

Friday May 16th/ Saturday May 17th
Next Meeting June 2014
Date: August 13, 2014
Arbor Grove Board Meeting
Attendees: Irv Paul, Kristen Gleim, Craig Hixon, Jeff Andry
Review 6/3 meeting minutes – none
Architectural Committee Report – Jason Angelicchio
1. Review of Revised Ach Guidelines and Procedures – July 2, 2014
2. Board of Directors voted and confirmed the Revised Arch Guidelines and
Procedures
3. Compliance Audit on Home Checklist Form – when do we follow-up and who will
do it
 Jeff – Timpani
 Jason – Symphony
 Kristen – Tenor
 Craig – Concert
 Irv – Arbor Grove / Alto
 Each member to bring results to Irv with homes who completed and did not
complete by Labor Day
4. Street and garage lights out
 Let Irv know the address of anyone with lights out and he will send notification
 Kristen can post on website as a reminder to change lights
5. Missing trees on Alto Court; will address when we know tree type that will be
replacing street trees
6. Will notify residents of the need to replace trees that are missing on various
streets
 Craig will check with City of Noblesville on who will be responsible for
replacement of trees that line the street. In particular, the Ash trees on Arbor
Grove and Concert that are all going to be lost to the ash bore insect as some
time.
City of Noblesville will remove the tree and stump and replace with tree of
their choice. HOA will be treating the Ash trees at the pool. The HOA ash
trees that line Arbor Grove are beyond saving.
7. Mailbox update from Otto’s – will post price for graphics only
Pool report – Kristen Gleim
1. Review pool action items for 2014
2. Need instant feedback from Jeremy; when Jeremy observes behavior or pool
rules being broken, he needs to notify Irv and Kristen immediately; there has
been observation of inappropriate behavior
3. Pool cleanup date (shut down after labor day and Kristen will confirm date to
finish any additional clean-up we will need to complete)
4. Chairs – replace needed straps; no new chairs will be purchased only strap
replacement
5. 2015 Pool Needs
 Fan is undersized – need to replace
 Wall leak in bathrooms
 Bathroom floors – pooling of water
o Kristen to obtain quote for Epoxy flooring
 Shower areas need to be re-caulked
o Kristen will see if company will include quote on caulking as well
 Plumbing in pump room
o Plumbing is not the right material and will need to be replaced, but will
replace as needed as leaks or breaks appear
 Reseal concrete joints
o Kristen will obtain quote
 New phone company
o AT&T is current service – issues with service/bills
o Looking at other options / VOIP?
Common Grounds report – Craig Hixon
1. Update on Wes / Lawn and Landscaping Service – nothing to report
2. Not being billed for one meter
3. Review Symphony entrance plan
 Still outstanding item in respect to future plans to enhance the entrance; no
decision as of yet
4. Need to obtain 2015 bids for landscaping, mowing, and ponds
5. Ash Bore update
 Currently 4 dead trees at entrance
 Xanderbuilt deal to treat Ash Bore for all of Arbor Grove – in newsletter - $80
special
 See above on current plan on Ash Bore
6. Plan for replacement trees – survey says
 Maple wins
7. Tree trimming along streets – confirmed that this is responsibility of City; minor
trimming can be done by owners
8. Budget items for 2015
 Entrance lights
 Other
Communication / Social Media report – Kristen Gleim
1. Annual meeting – Mail notice with stuffing on application for candidacy, Ash
Bore and newsletter
a. Tuesday – November 11, 2014 @ 700 pm
b. Kristen will reserve room
c. Annual meeting notification; will meet on 10/7/2014 @ 700 pm at Irv’s for
the stuffing party and mailing will officially go out on the 13th.
2. Feedback and concerns from Facebook?
Financial Update – Irv Paul
1.
2.
3.
4.
5.
July actual
August estimate
Accounts receivable – 1 home in foreclosure and owe dues.
Review draft of 2015 Budget
Management company will be considered if no positive response to new board
replacements
a. Craig will check with CASI on bid
6. Proposed $30 increase on annual dues and board has agreed to the increase
New Business
1. Application for Candidacy – openings for 2015 board; 4 openings for sure
Board Member Meeting
November 20, 2014
Attendance: Irv Paul, Kristen Gleim, Molly Gang, Daniel Willis
Absent: Brad Davis, Craig Hixon
Appointment of board members:
Board members commit to 2-year term, not serving more than 8 consecutive years.
President – Irv Paul
Vice President – Kristen Gleim
Secretary- Kristen Gleim
Communications – Kristen Gleim
Treasurer – Molly Gang
Common Grounds – Craig Hixon
Pool Chairperson – Kristen Gleim
Arch Review/Compliance – Daniel Willis
Role for Brad Davis to be determined at next meeting
Review of 2014 budget and 2015 projected budget:



2014 budget to date posted on website
2014 Year end deficit of approx. $7,000
approval of 2015 annual dues of $350/home
Arch Review & Compliance:

Set up committee to assist with neighborhood compliance
o Possibly divide by street
o Will assess home compliance again in the spring
o Daniel to contact potential committee members and finalize his team
Common Grounds:





3 landscaping bids for spring
ASAP (pond maintenance company) increasing 2015 rate by $57- contacting to
see if rate can be held
Bid for sprinkler start up and shut down for 2015 needed- Warweg and possibly
one of the landscaping companies
Arbor Grove entrance lights need attention and proposal to replace in future
Street lamps need attention- one at Arbor Grove entrance- other at Symphony
bridge at creek
Pool:








Collect bids for 2015 season
Approval of H&L Pools bid of $2993 for pump room repairs & replacements
Approval for replacement of malfunctioning pump room controller for fan in
spring
Pool chaise lounge chairs in repair for strap replacement
Front walls leaking and need repaired when water turned on in spring
Pool deck concrete seams under repair as weather permits
Gather estimated cost of pool cover replacement and options
Need new pool phone company to replace ATT
Outstanding Dues:



$1,170 write off for 2014
1-2 new home lien(s) before end of year
1 previous lien lifted due to balance paid in full
Annual statements will be mailed in December and payment in full by end of January
Next board member meeting date around the end of January or beginning of February.