BEACON MEADOWS

Trustees Present: Carol Coon (President), Barbara Appel (Vice President), Caroleen Tillery (Treasurer), Penny Phillips (Recording Secretary), Chris Eddy (Trustee), Judy Pack (Trustee)

Trustees Absent: Cheryl Bonk (Corresponding Secretary)

The meeting was called to order by Carol at 7:05 p.m.

Secretary's Report – The minutes of the October and December 2007 meetings were read by Trustees in advance. Barbara made a motion, seconded by Caroleen, to approve the minutes. The motion was approved by a vote of 6-0. Due to cancellation of the November 2007 meeting, there were no minutes to approve, which was documented for the record.

Treasurer's Report – The Statement of Revenues and Expenditures for December 2007 was distributed. Caroleen reported that there was a problem with the spreadsheet details. Carol and Barbara agreed to work on correcting the problem. Caroleen also reported that the December 2007 bank statement reflected a large deposit ($12,470.69).

Cash in Bank: $27,023.12 Available to Spend: $15,523.00

New Business

Tax District Surety Bond – Penny reported that she received a voicemail message from Elsie Wren (907-3990) at Bay Insurers notifying her that the surety bond for the Tax District, which was due to be paid in November 2007, had not yet been paid. Carol indicated that she did not recall receiving an invoice. Caroleen prepared a check for $100.00 (budget category 45.00) to pay for the bond. Penny agreed to notify Bay Insurers by phone that a check was being mailed and to request the mailing address. This cost of the bond is part of the Tax District’s regular expenditures, so the Board was not required to vote to approve it.

Light Fixtures at Entrances – Trustees agreed that there is a need for the light fixtures at the entrances to Beacon Meadows to be replaced and/or raised. Carol requested that Trustees look for light fixtures at the entrances to other subdivisions that may work well for Beacon Meadows.

Old Business

Holiday Decorations at Entrances – The holiday decorations were taken down on January 5, 2008 by Carol, Barbara, and Penny. Carol is storing four of the wreaths and Penny is storing the other four wreaths. Because there were problems with the holiday lights at both entrances this year, Carol and Barbara recommended that, next year, white lights be attached to the wreaths and no colored lights be used on the bushes. Trustees agreed that this may be a viable solution.

Cost of Refurbishing/Replacing Holiday Wreaths – Carol Hall, a resident of Beacon Meadows, who refurbished/replaced eight wreaths for the entrances, requested to be paid $136.41 as reimbursement for materials. Penny made a motion, seconded by Carol, that $136.41 (budget category 52.00) be allocated for the wreaths. The motion was approved by a vote of 6-0.

Repair and Painting of Walls – Two estimates were received from contractors for repair and painting of the Casey Rd. and Jackson Rd. walls. On behalf of Chris, Barbara had distributed the estimates to Trustees via e-mail prior to the meeting.

Casey Rd. Jackson Rd. Total
Image Works $7,500 $15,000 $22,500
D & S Painting $5,580 $15,555 $21,135

Both contractors use Sherwin Williams paint. Image Works is a larger operation than D&S Painting.

Carol pointed out that there would not be enough money in the budget to repair and paint both walls. Discussion ensued. Carol recommended that the walls be painted but that the top of the Jackson Rd. wall not be fixed. Alternatively, Penny recommended that the top of the Jackson Rd. wall be fixed but only the Casey Rd. wall be painted. Chris recommended that Jay’s Property Maintenance (the Tax District’s lawn maintenance service) spray the Jackson Rd. wall with herbicide again to ensure that the growth is killed in preparation for future repair and painting. In the October 2007 meeting, $250.00 had been approved for this purpose, so another vote was not needed. With respect to the estimates, Trustees agreed that D&S Painting should be approved to perform the painting work, since the estimate from D&S Painting was $1,365 less. Barbara made a motion, seconded by Penny, that 1) $5,580 (budget category 46.00) be allocated for D&S Painting to repair and paint the Casey Rd. wall and that 2) an estimate be requested from D&S Painting for repair of the top of the Jackson Rd. wall only (no painting). The motion was approved by a vote of 6-0. Carol made a motion, seconded by Judy, that up to $350.00 (budget category 46.00) be allocated for Jay’s Property Maintenance to clear the growth from the Casey Rd. wall. The motion was approved by a vote of 6-0. Correspondence must be mailed to homeowners with property along the Casey Rd. wall to notify them that the growth on the wall must be cut back and that pressure washing of the wall will be done. There must be coordination between Jay’s Property Maintenance and D&S Painting so that the correspondence can be mailed well enough in advance prior to the work being done. Penny has the announcement that was used when the Gunn Hwy. wall was painted, which she agreed to modify accordingly. In lieu of an announcement being mailed in an envelope, Barbara volunteered to mail out post cards with the information, which will save some postage costs.

There being no further business, Carol made a motion, seconded by Barbara, that the meeting be adjourned. The motion was approved by a vote of 6-0. The meeting was adjourned by Carol at 8:00 p.m.


Penny Phillips, Recording Secretary


Carol Coon, President