Meeting minutes - DRAFT
Carillon Forest HOA meeting Sept 29, 2014
7 p.m.
All board members present
Gabriel Liberty - President
Eric Ferreri - Secretary
Nick Burton – Vice president
Jim Gilliam – at large
Celeste Gardner - treasurer
Also present: Roughly a dozen Carillon Forest homeowners.
1. President’s report – an update on progress on the quadrangle behind Alman/
Harkness/Katie/Kilgo. We now have a landscaping plan in place.
The annual meeting will likely be in early November. We need 17 homes
represented at least in order to have a quorum. We need that many homes to
vote on our annual budget for the next year. It will be held, as usual, at the Jewish
Community Center on Cornwallis Road. We’ll probably rent the larger of the two
meeting rooms given that we’re hoping and expecting to get a larger crowd this
year.
2. A discussion of board membership, recruiting new members and
determining a succession plan for leadership. There appears to be a desire
to create terms for board members – perhaps two or three years to a stint on
the board, renewable at the end of the term. There is also a desire to plan out
leadership via a ‘president-elect’ position.
There is also discussion of creating a liaison structure for board members so
that individual members will be direct liaisons to our various committees. For
example: the vice president could be the point person to most directly deal with
the grounds committee. The treasurer could be the direct point of contact for the
social committee, etc.
The board votes 5-0 to create member terms as follows: At the annual meeting,
Eric Ferreri’s seat, which he is vacating at the end of the year, will be up for
election to a three-year term. The remaining four board positions will be
assigned terms of one or two years by drawing lots. There will be two, one-year
terms and two, two-year terms.
The board votes 5-0 to create two-year terms for chairs of all standing
committees and create a board liaison to each of those committees. Right now,
we have social, grounds and architectural review committees.
The board votes 5-0 to create a welcoming committee that would distribute
gift baskets to new homeowners/residents. The baskets will include helpful
neighborhood information, like details on joining the neighborhood listserv, etc.
The committee would receive a starting annual budget of $500.
Several meeting attendees voiced concerns about the best way to report homes
with untidy lawns and grounds. The neighborhood has an anonymous email
address through which residents can send in complaints. The email address is:
carillon-forest-hoa-board@googlegroups.com.
The board votes 5-0 to change its meeting schedule to an every-other-month
schedule on the first Monday of every odd month – January/March/May etc.
Meeting adjourned at 8:40 p.m.
Respectfully submitted,
Eric Ferreri
HOA board secretary