LOLM Annual General Membership Meeting Minutes Date & Time: Wednesday October 2, 2024, 7PM Location: Grace Episcopal Church 1. Welcome and Call to Order (by Chris Parker) • The Annual Meeting was called to order at 7:00pm • Chris asked if someone from each Lot signed the attendance sheet AND received a ballot (including for any proxy forms from other Lot owners that they brought with them) 2. Introduction of Current Board Members • The current Board members introduced themselves • A resident asked for all ballot nominees to be introduced and then they were. • Election ballots were collected • Review minutes of the preceding meeting and action thereon 3. Significant Events so far in 2024 (by Chris Parker) • Spring 2024, Front signage brick work repairs • April 19-20, 2024, Neighborhood Garage Sales • May 18, 2024, Spring Bonfire • Trees trimmed along Middle Grove Road to enhance view of Lake Liberty and provide pedestrians with curb access when walking the road • July 14, 2024, Custard Social 4. Future Events in 2024/2025 (by Chris Parker) • Finish sidewalk along Middle Grove Road to connect to Liberty Mills Trail, Fall 2024 • October 12, 6-9PM Bonfire at the Bonfire Pit • November - Decorate LOLM Front Entrance for Christmas Holiday- there was a call for volunteers for this project, so those who can help should let the Board know at lakesoflibertymills@gmail.com 5. Budget Report (by Paul Stockinger) • Paul reported on the state of the budget, year to date, referencing a handout sheet made available at the start of the meeting • Paul summarized the balances of the LOLM Association bank accounts • A resident asked if the budget for legal fees was typical compared to other years. Paul explained that the legal fees were higher due to the need to consult with our attorney more this past year for legal matters including potential updates to the covenants. 6. Future Projects (by Chris Parker) • Refurbish the metal signage for the front entrance and epoxy over finish (would be shipped to Chicago) • Retain a professional landscaper to refurbish the aging front landscaping, specifically the aging evergreens on the east side of the entrance • Retain a professional landscaper to address north bank landscaping and erosion control (from the pond sidewalk to the point) • Pruning of trees at sidewalk to pond path • Ponding of water in common area along sidewalk by North Lake • Updating covenants o Attorney suggested updating the covenants as he has done for several nearby associations in recent years to address items like rooftop solar, short term rentals, etc. o The Board asked to revisit some additional items, such as how late fees are calculated (flat fee instead of interest calculation) and articulating that yard lights should remain on dusk to dawn to avoid a capital project of additional neighborhood street lighting. • Dredging of north end of lake at the entrance area (requires multi-government approval as the lakes are creeks as they are not stagnant ponds) 7. Dues for 2025 (by Paul Stockinger) • Dues will remain at $314/year for 2025 • Dues reminders will be sent out the first week of December • Dues must be received by January 31, 2025 to avoid late fees and interest 8. Election of 2024 Board Members (ballots counted by Gwen Edmondson and Denise Lloyd) • 63 total ballots were received o 47 ballots for Lots represented in person o 16 ballots for Lots represented by proxy • The counting of ballots for the election of Board members for the next year resulted in the following persons being elected to the Board (in alphabetical order): o Gwen Edmondson o Sandy Fultz o Quinn Griffing o Maureen Hamilton o Jeff Labelle o Nina Nardozi o Stephen Poiry o Trisha Rager o Marlene Sloat 9. New Business (by Jeff LaBelIe) • Jeff asked if there were any questions regarding maintenance projects. • A resident requested that for future annual meetings either a bio of all board nominees be presented to the membership or the nominees be allowed to briefly introduce themselves to the membership prior to voting for new board members. 10. Adjournment of the LOLM Annual Meeting (by Chris Parker) • The Annual Meeting was adjourned at 8:00pm
Board Meeting Wednesday, 17 July 2024, 6 PM Grace Episcopal Church 1. Call Meeting to Order (JL) 6:15 PM 2. Meeting Attendance:7 board members- Sandy Fultz VP, Gwen Edmondson Sec, Paul Stockinger Treas, Maureen Hamilton WC, Jeff LaBelle MC, Denise Lloyd, Bill Stockinger AC. Chris Parker Pres was absent. -4 non-board members (residents)present 3. Secretary Report (GE) -Previous meeting minutes approved and posted on website -Newsletter about new trail will be sent out once our portion of the connecting sidewalk is completed. -Emails, replies, signatures, read status. Gwen asked for assistance with this task. -Grace Episcopal Church Memorial Garden Project-soliciting donations. The board recommended that this be considered as a budget item for next year with a possible donation of $200. 4. Treasurer Report (PS) -Bills are current. -One CD matures in September. Those funds will be returned to the general fund for neighborhood projects that are being completed. -A second CD matures in March 2025. The board will look into re-investing that money. 5. Maintenance Officer Report (JL) -Sidewalk update- The sidewalk that connects Middle Grove Road to the trails is scheduled to be completed in August 2024. -Standing water resolution (BS)- 3 contractors have been contacted to assess the water retention issue by the electrical box in the common area near the sidewalk next to Lake Liberty. To solve the problem properly 600 ft of drainage area would need to be addressed. Only 2 contractors came out to look at the area and give an estimate for the work. Someone suggested a rain garden for this area. More information still needs to be obtained before a solution and costs can be presented to the neighborhood. This could be a $10,200-$29,500 expense. 6. Architecture Committee Report (BS)- -2 projects were approved and they have been completed. One for a deck and patio, the other for curbing around landscaping. 7. Welcome Committee Report (MH)- -one new neighbor on Aurora Place. Maureen will deliver welcome pack once they are settled into their home. -Custard Social Report - Good turnout. Approximately 60 people enjoyed Culver’s Custard Sundaes. 8. Neighborhood Calendar (GE) -Annual Meeting Wednesday October 2, 2024 @ Grace Episcopal Church -Bonfire Saturday October 12, 2024 Lake Freedom Fire Pit -Some of our residents are interested in a Fall Garage Sale. 9. Other Business- Resident-Non-Board member topics. -Steve - asked for a copy of budget & financials. Our treasurer will provide those to him. The budget is presented and approved at our annual meeting. -Marlene - asked about trimming bushes at the point of Middle Grove Road & Aurora Place which are blocking traffic view. The board will get this done. -Judy - Are we allowed to pull invasive weeds in the common area. Yes. -Trisha - Wanted to know if there is a lawsuit regarding metal roof. No -Judy - Asked for a proxy form to be published on website or sent out. This will be done prior to the annual meeting. 10. Adjourn Meeting (JL) 7:10 PM
Board Meeting Monday May 20, 2024 6PM 1. Attendance: Chris Parker, Gwen Edmondson, Jeff LaBelle, Bill Stockinger, Maureen Hamilton, Denise Lloyd (Absent: Paul Stockinger, Sandy Fultz) 2. Secretary Report: May 1, 2024 minutes. 3. Treasurer Report: Absentee report provided by Paul Stockinger -All dues are paid in full. 10% of dues were submitted electronically. - Entrance signage repair work paid in full. - 2 CDs still in place. One matures 9/27/24. The other matures 3/27/25. -A draft budget was submitted. 4. Maintenance: -Sign Project Update Trail/Sidewalk Update- The Front entrance sign work is finished for now. It required more extensive repair than initially anticipated. The contractor recommended another evaluation and more maintenance be done to the entrance sign in 1-3 years to keep it in good shape. - Trail/Sidewalk Update- We have received plans for where the walking trail will connect on the East side of our entrance. The stop sign has been moved temporarily. The light in the center island has been moved back to allow a crosswalk for the trail across our entrance drive. LOLM has a contract in place for tree removal and sidewalk placement in our neighborhood to connect to the trail. 4. Architectural Committee Report: Any new projects -A plan for a new deck has been approved for one homeowner -A plan for some decorative concrete landscape curbing has been approved -Add AC for Architectural Committee next to names of all board members on the committee to the website. 5. LOLM Calendar: - Garage Sale April 19 & 20, 2024- Successful event held. Have been asked to move it a little later into the Spring next year to allow more time for neighbors to prepare and to coordinate with other neighborhood garage sales near LOLM. Possibly the weekend between Mother’s Day and Memorial Day. - Spring Bonfire May 18, 6-9pm – Successful event held. 30+ residents attended including about a dozen children. 45 hot dogs, a case of bottled water, a 28 count of snack items, a box of juice pouches, smores and water ballloons were enjoyed by the participants. - Custard Social July 15 6:30 @ Grace Episcopal Church. Maureen has this planned and we are expecting a fun evening. 6. Maintenance Project Considerations: - Monitor ponds - no action at this time. Our contractor has been very reputable and responsive when action is needed. -Concern expressed about view of entrance lake obscured by our trees getting so large. Recommend board evaluate which trees need trimmed while preserving erosion prevention. When trees that need to be trimmed or removed are identified, will contract to have this work completed. - Neighborhood lighting assessment for potential needs postponed for the time being until sidewalk project is finished. Continue to encourage residents to keep their post lights lit during dark hours for safety and warm appearance of the neighborhood. 7. Other 2024 Board Focus Items: - Speeding - No ongoing complaints - SLACK – the restructure is working satisfactorily - Database management – satisfactory for now. We have IT support when needed. • Review other neighborhoods’ HOA Covenants - The majority of the meeting involved reviewing HOA Covenants for 4 neighborhoods in the Southwest Fort Wayne Area that have been updated in recent years. The purpose of this was to identify possible improvements to help bring our Covenants up to date since they have not been updated since 2017. This is being done to address several concerns brought up at last Fall’s annual meeting. The covenant issues that were mentioned at the annual meeting were neighborhood safety, building materials, and short-term renting/leasing. Once the Board arrives at recommended updates to the Covenants, the updates will be presented to the neighborhood for review and approval. -Draft Board response to membership on Covenants dispute issue for attorney review (this agenda item was added after the May 1 meeting)- pending • Adjourn: 8:30pm
Board Meeting May 1, 2024 @Grace Episcopal Church 6PM 1. Attendance: Board Members: Chris Parker, Gwen Edmondson, Jeff LaBelle, Bill Stockinger, Maureen Hamilton, Denise Lloyd, Sandy Fultz (Absent: Paul Stockinger) Residents: 13 resident homeowners 2. Community Comments: Topics presented by residents for discussion were: -Metal Roofing -Enforcing LOLM Covenants -Election of Board Members and proxy voting -Trees blocking view of entrance lake and beauty of the neighborhood -Legal issue involving metal roof 3. Adjourn: 8:00pm
Board Meeting Minutes Wednesday January 10, 2024 6PM
1. Board Meeting Attendance: Chris Parker (President), Sandy Fultz (Vice President), Gwen Edmondson (Secretary), Jeff LaBelle (Maintenance), Bill Stockinger (Architecture), Denise Lloyd. Absent: Maureen Hamilton (Welcome), Paul Stockinger (Treasurer) 2. Secretary Report: October 4, 2023 Annual Meeting Minutes were approved via SLACK. 3. Treasurer Report: (PS) 76% of dues are paid and 10% used PayPal 4. Maintenance Officer Report: (JL) & (BS) Plans are being made for the LOLM sidewalk extension to the trails walking path on Liberty Mills Road. Meeting on January 11, 2024 at 2PM with the LOLM Board and Fort Wayne City Right of Way Manager at front entrance of neighborhood to discuss sidewalk extension plans and possibility of getting assistance from the city for this project. If trees need to be taken out, we are anticipating a cost of about $2,750. Bids are being collected for the installment of the sidewalk and are subject to any offset for services the city might provide. The front entrance landscaping may need an update after the sidewalk is finished. The Board will address that at a later date. 5. Architecture Committee Report: (BS) • Will send email to neighbor to request that a covenant violation be brought into compliance. • Discussion on revising the process for residents to petition and receive approval for improvements from the LOLM Architectural Committee. 6. LOLM Calendar: Board Meetings Schedule 2024 Neighborhood Events 2024 January 10 - 6PM Garage Sales April 19-20 - 8am-4pm April 17 - 6PM Bonfire May 18, 6-9pm LOLM Fire Pit July 19 - 6PM Custard Social July 14 - 6:30pm Grace Episcopal Church October 2 - 7PM LOLM Annual Meeting Bonfire October 12, 6-9pm LOLM Fire Pit October 2 – Organizational Mtg of New Board
7. 2024 Project Considerations: • Quotes to be obtained for repairs to the signage caps and tuck work on the front entrance brickwork. • Monitor for dipping/dredging ponds; drainage is not obstructed. No action at this time. • Neighborhood lighting - assess and discuss at the April 17, Board Meeting. • Speeding - address the issue with the homeowner if it is brought to the board again. • Our SLACK communication platform for the Board, will be restructured to simplify it and eliminate unused channels. • Database management/software discussion – monitor; no action. 8. Adjourn Meeting: 7:40 PM.
LOLMCA Board Meeting Minutes Date & Time: Wednesday October 4, 2023 7PM Location: Grace Episcopal Church Attendance: 20 residents attended 1. Welcome and Call to order: Sandy Fultz acting President 2. Introduction of current board members: Gwen Edmondson-Secretary, Sandy Fultz-acting President, Maureen Hamilton-Architecture Committee, Jeff LaBelle-Maintenance Committee, Denise Lloyd-Welcome Committee, Chris Parker-Database Coordinator, Paul Stockinger-Treasurer, (Paul was unable to attend). 3. Significant Events since 2022 were presented. • Spring Bonfire May 13, 2023, Neighborhood Garage Sales April 21-22, 2023. • 8 New Families Welcomed to LOLM. • Storm Drain to the front entrance lake was repaired • Permanent Fire Pit Built Spring 2023 • Mailbox Stands were repaired, repainted, and new post caps were placed. • Sink holes were filled in. • Tree stump at the front entrance area was removed. 4. Future Events in 2023 • October 7, 6-9PM Bonfire at our new fire pit. • November Time and Date TBD Decorate LOLM Front Entrance for Christmas Holiday- we need volunteers for this project so if you can help let us know at lakesoflibertymills@gmail.com 5. Budget Report from Treasurer presented and reviewed 6. Future Projects for LOLM that are being considered • Finish sidewalk along Middle Grove Road to connect to Liberty Mills Trail 2024-2026 • Repairs to front entrance brickwork • Dredging of North end of lake at the entrance area • More LED lighting in dark areas of the neighborhood 7. Dues for 2024: • Dues will remain at $314/year for 2024 • Dues reminders will be sent out the first week of December. • Dues must be received by January 31, 2024 to avoid late fees and interest 8. Election of 2024 Board Members • the 8 candidates nominated for the LOLM Board were unanimously elected. 9. New business • A concern was raised regarding whether or not rental properties are allowed in LOLM. The board will review the LOLM covenants • A concern was raised regarding speeding on Chase Creek Run. The speed limit is 30 mph but we ask that all residents drive cautiously and be on the lookout for children playing, pedestrians, and bicyclists. If there is a recurrent offender, you can note their license plate number and report it to the police. • A concern was raised regarding more lighting on Kelsey Drive. That area will be placed on the list for possible LED lighting, Residents were reminded to keep their house lights and light posts on to help keep our neighborhood lighted and safe. 10. Adjournment of the LOLM Annual Meeting 11. A brief organizational meeting of the new board was held immediately after the annual meeting. The new LOLM Board: Chris Parker-President, Sandy Fultz-Vice-President, Gwen Edmondson-Secretary, Paul Stockinger-Treasurer, Jeff LaBelle-Maintenance Committee, Bill Stockinger- Architectural Committee, Maureen Hamilton- Welcome Committee, Denise Lloyd- Board Member Lakes of Liberty Mills Community Association (LOLMCA) Board Meeting Minutes Date & Time: Wednesday August 15, 2023 6PM 1. Call to order: (SF) 2. Board Meeting Attendees: Edmondson, Fultz, Hamilton, LaBelle, Lloyd, Stockinger • Absent: Parker 3. Secretary Report: (GE); • Minutes from Previous Meeting Approved. • Correspondence: None 4. Treasurer Report: (PS) • Budget on track • Dues all paid. 5. Maintenance Officer Report: (JL) • Aquatics Management Contract was renewed. • Permanent Fire Pit completed. • Mailbox stands repainted and new caps placed on posts • Sink holes in common area near Freedom Lake are scheduled to be filled in this month • The storm drain on Lake Liberty off Middle Grove Rd is scheduled for repair this month • Will look into estimates for pond dredging of Lake Liberty near entrance to plan for future 6. Architecture Committee Report: (MH) - No report. 7. Welcome Committee Report: (DL) – Delivered welcome packs to our new neighbors. 8. Old Business: • Attorney letter was sent out for a neighborhood safety issue. Issue resolved. 9. New Business: • Dues for next year will be topic at annual meeting as well as election of new board members • Neighborhood Bonfire: Oct 7, 6-9 PM. GE will source food/drinks/fire permit • Annual Meeting: October 4, 7PM at Grace Episcopal Church. GE will post sign for the meeting at least 10 days prior to the meeting. • A quick Board meeting to establish new board officers will be held immediately after the annual meeting. • GE will draft a newsletter to be sent via email regarding Bonfire, Annual Meeting, and applications for new LOLM Board members for 2023-2024. Other items that will be included in the newsletter will be trash can and pet reminders, as well as a note to ask neighbors to leave their post lights on during dark hours to keep our streets illuminated for safety. 10. Adjourn Meeting: 7:05 PM.
Lakes of Liberty Mills Community Association (LOLMCA) Board Meeting Minutes Date & Time: Wednesday February 15, 2023 6PM 1. Call to order: (SF) • Nicole Buonomo resigned from the board. New board president to be elected soon. 2. Board Meeting Attendees: Gwen Edmondson(GE), Sandy Fultz (SF),Maureen Hamilton (MH), Jeff LaBelle (JL), Denise Lloyd (DL), Paul Stockinger (PS). 3. Secretary Report: (GE); • Minutes from Previous Meeting Approved. • Since website will only update on the home page, will add board minutes to the home page or send in newsletter. 4. Treasurer Report: (PS) • Draft budget for 2023 reviewed and edited. • Only 5 lots with unpaid dues. Reminder letters sent to them. If these are still unpaid in March will send a certified letter. • The Board approved moving some of the Association funds to 12 month CD to generate some extra income with the funds. 5. Maintenance Officer Report: (JL) • Mailbox stands continuing with plan to have repainted with estimate of $30-$35 per stand. • Checking on renewing contract with Aquatics Management for this year. • Pursuing remediation of sink holes next to sidewalk near Freedom Lake. • Tree has fallen partly over the sidewalk at the church entrance. Will have it removed from sidewalk. 6. Architecture Committee Report: (MH) - No report. 7. Welcome Committee Report: (DL) - one new neighbor on Chase Creek Run 8. Old Business: • Will have our attorney review our covenants and by laws to make updates for us. • Attorney letter will be sent out for a neighborhood safety issue. 9. New Business: • Board approved upgrading the neighborhood fire pit to increase use & enjoyment of it. • Dates set for garage sales and bonfires 10. Upcoming Board Meetings and Neighborhood Events: April 19, 2023-BM Garage Sale April 21, 22, 8am-3pm June 21, 2023-BM Spring Bonfire May 13, 6pm-9pm August 16, 2023-BM Fall Bonfire October 7, 6pm-9pm October 4, 2023-Annual Meeting November 15, 2023-BM 11. Adjourn Meeting: 8:00 PM.
Lakes of Liberty Mills Community Association (LOLMCA) Board Meeting Minutes Date & Time: Wednesday December 14, 2022 5:30PM 1. Call to order:(NB) 2. Attendees: Nicole Buonomo(NB), Gwen Edmondson(GE), Sandy Fultz(SF), Maureen Hamilton(MH), Jeff LaBelle(JL), Denise Lloyd(DL), Paul Stockinger(PS) 3. Secretary Report: (GE)-Minutes Approved.CP emailed dues letter 12/6/22. GE sent 3 dues letters in mail 12/13/22. Dues letter will be added to the website. 4. Treasurer Report:(PS)- 22 paid dues already. Dues reminder sign is helpful. Working on budget for 2023 should be similar to 2022. 5. Maintenance Officer Report:(JL)- Working on several issues see below. 6. Architecture Committee Report: (MH) Request for metal roof denied due to not consistent with covenants for shingled roof. 7. Welcome Committee Report:(DL)- 2 houses sold anticipating 2 new neighbors soon. 8. Data Base & Newsletter Committee Report:(CP)- No report. 9. Old Business: • Cearbaugh Landscaping was chosen for snow removal. They will plow when we get 2" of snow. • New salt barrels are in place. City will fill after 12/16/22. • Mailbox posts need new paint and solar lights fixed or replaced.This will be done when weather warms up. Hire someone to do this, possibly students. • Front entrance was decorated for the holidays by NB, GE, JE, SF. 10. New Business: • Covenant violations & neighbor complaints continue to be an issue: trash cans left out, dogs off leash, unsanctioned property alterations, incomplete landscaping. • JL reported that LOLM does not have Covenant Penalties for Covenant Violations at this time. Discussed with an attorney. Can be added but according to our Covenants will take 75% of household signatures to approve. A door-to-door signature drive would be necessary to make changes to our Covenants. NB asked the board to review covenants and make suggestions for changes next meeting. • Any resident can report a city ordinance violation like noise or trash can left out to Neighborhood Code Compliance. • https://www.fwcommunitydevelopment.org/code-compliance Phone: 311 or 260-427-1127 • JL will have old salt barrels picked up and will contact Todd Phillips to remove hornet nest, tree limb behind entrance sign, and trim bushes at front entrance. • Letter from resident complaint about trees around Liberty Lake. Board discussed issue. Trees provide safety and prevent erosion of bank and road. At this time the trees will be trimmed of lower branches to the trunk where necessary to prevent damage to vehicles but maintain the viability of the trees. Further measures would require study and larger expenditure of LOLM funds. 11. Upcoming Meetings and Neighborhood Events: • Annual Meeting Wednesday October 4, 2023 Aboite Township Meeting Room • Move January Board Meeting to Wednesday February 15, 2023. 12. Adjourn Meeting: 7:30 PM