LOLMCA Board Meeting MinutesJanuary 14, 2026 Grace Episcopal Church -Call to Order The meeting was called to order at 7:18 PM. Attendance Present: Gwen Edmondson (GE), Laura Leichty (LL), Marlene Sloat (MS), Sandy Fultz (SF) Absent: Quinn Griffing, Maureen Hamilton Electronic participation is permitted. -Secretary’s Report Minutes from the previous two meetings have been posted on the website. -Treasurer’s Report/ Financials 2025 financials are complete; a detailed expense report was distributed. Monthly bank reconciliations are ongoing. Early 2026 dues paid in 2025 are being tracked separately. Dues Update $32,883 received to date $38,476 total dues assessed 19 households unpaid, totaling approximately $6,272 Action Items: LL will send a dues reminder letter, including late-fee language. MS will provide LL with a list of unpaid households. Additional Financial Notes Road salt bill is pending; icy conditions were addressed on January 2. Certificate of Deposit matures in April 2026. Motion: Hold funds in the checking account temporarily due to upcoming landscaping expenses. Vote: Motion passed unanimously. -Maintenance Salt application was approved and completed on January 2 due to icy conditions. No maintenance officers were present. -Architectural Committee The following approvals were noted: Pergola – approved October 7 Roof replacement – approved December 15 Siding and trim replacement – approved at this meeting -Welcome Committee Two homes sold in the last quarter. Names and addresses will be provided for SF and MH. Welcome gifts will be delivered once residents are settled. -Old Business The association attorney (Amalia) contacted the Board regarding liability insurance status. There are no known legal issues or lawsuits. Decision: Approval granted to respond confirming no changes. City of Fort Wayne Grants Infrastructure and neighborhood grants open January 20. Categories include: Public art Community improvements Eco-friendly projects Neighborhood identity Grants up to $5,000, with some matched up to $10,000. Workshops are required to apply. Decision: Timeline is too short to apply this year. Plan: Attend a workshop for future preparedness and revisit next year. Covenants Review A side-by-side comparison is being created between existing covenants and the attorney-drafted version. The attorney draft aligns with Indiana HOA standards. Plan: Hold committee meeting(s) to review covenants Identify sections requiring homeowner input Survey the neighborhood on key issues Covenant amendments require approval from 75% of homeowners.Covenants Committee Meeting:February 18, 2026 6:00 PM Location: GE’s house Event Planning – 2026 Garage Sale: April 24–25 (Friday/Saturday) Custard Social: August 9 (Sunday) Idea raised to add kid-friendly activities (games, face painting, etc.) – TBD Bonfire: October 3 (Saturday before Annual Meeting) Annual Meeting: October 8 (Thursday) -New Business GE attended a Neighborhood Connection (Engage Fort Wayne) event focused on combating neighborhood disconnection. Association website was renewed for three years. Southwest Area Partnership Meeting: Date: January 21 Topics: city budget, zoning, casino, fire/police academy GE plans to attend. -Next Meetings Next Board Meeting: April 15, 2026 – 7:15 PM Covenants Committee: February 18, 2026 – 6:00 PM Other Notes Church donation/payment will be handled as a single payment. Christmas decorations were taken down successfully; positive resident feedback was received.
LOLM Board Organizational Meeting Sunday Oct 12, 2025 1. Call meeting to order 4 pm (Marlene Sloats home) ● Attendance: Gwen Edmondson, Laura Leichty, Marlene Sloat, Quinn Griffing, Maureen Hamilton, Sandy Fultz 2. Establish Board roles/positions: Board positions voted on unanimously: ● President: Gwen Edmondson ● Secretary: Laura Leichty ● Treasurer: Marlene Sloat ● Maintenance Officer: Quinn Griffing ● Architectural Control Committee and Welcome Committee chair shared by Maureen Hamilton and Sandy Fultz ● A motion was made by MS and SF to reassign the secretary duties to the secretary position. The motion was approved. 3. Discussed upcoming projects/events: ● Discussed LOLM bonfire that took place on 10/11/25 in the commons area. Lower attendance was reported due to school Fall break. Will have to consider this for next year’s bonfire. ● Discussion on Updating front entrance, including masonry work, bank along Middle Grove Rd, and safety at intersections with bush and tree overgrowth. QG has some calls into professionals for their advice and possible solution ideas. QG will present his findings at the next meeting. ● Association Dues notice will go out via email in December with payment due January 1st. Lot number or address should be on check. LL will send out notice. ● Discussed legal and project expenses must be approved by all board members. Each board member can make purchases for LOLM up to $150 w/o prior Board approval, but if the majority of the Board does not approve of the expenses, the receipts will not be reimbursed. MS. 4. Discuss Covenants: Need to review and compare covenants against other associations, begin to assess our covenants and discuss changes as needed. GE and MS 5. Establish future meeting dates: Board Meetings will be held at 7:15 at Grace Episcopal church on: Wednesday January 14th Wednesday April 15th Wednesday July 15th Thursday September 17th Thursday October 8th- Annual Meeting 6. Next meeting: Jan 14, 2026, will discuss future LOLM events and establish days and times. Will also further discuss possible available grants and further discuss covenant changes. 7 .Meeting Adjourned 5:30 pm
LOLMCA 2025 Annual Meeting Minutes Wednesday October 1, 2025 Grace Episcopal Church 1. Welcome and Call to Order 7:00 pm.(GE). 2. Attendance: 14 members + 2 proxies. 3. Introduction of 2024-25 Board of Directors. (GE). • Gwen Edmondson — President- present • Sandy Fultz — Vice-President - present • Quinn Griffing — Member - present • Maureen Hamilton — Welcome Committee - present • Jeff La Belle — Maintenance - absent • Trisha Rager — Member - present • Marlene Sloat—Treasurer - present 4. Introduction of Board Candidates for 2025-2026. Candidate statements were posted at the meeting for everyone to review. (GE) 5. Accomplishments since the 2024 Annual Meeting. (GE) • Completed the sidewalk along Middle Grove Road to connect to the Fort Wayne Trails. • Adopted Robert’s Rules of Order for Board Business. • Adopted policy for Treasury disbursement of funds. • Adopted Conflict of Interest Policy. • Adopted Record Retention Policy. • Updated the Architecture Control Committee (ACC) application and approval forms. All ACC applications and approvals are being permanently retained. • Established separate LOLM email addresses for the ACC and Board President for record keeping and efficiency. • Submitted information to insurance company regarding legal dispute and issued letter to the Membership related to legal threats to the association. • LOLM Garage Sales were held May 30 & 31. • Bylaws for LOLMCA were updated July 9th and placed on the website. • Grievance Policy was adopted July 9th and posted on the website. • Custard Social was held September 14. 6. Community Infrastructure & Other Future Objectives. (QG) • Infrastructure Items we hope to address in 2026 and beyond after consultation with professionals and then presentation to the membership for approval. Priority #1 - Update front entrance. Priority #2 – Research the front lake and bank along Middle Grove Rd Priority #3 - Extend our neighborhood sidewalk to the Glens of Liberty Mills neighborhood. • Other Future Objectives -Update Covenants 7. Annual Dues. (MS) • Current dues are $314.00 per year • Information was presented regarding past dues increases and recent inflation rates. • The Board recommended dues for 2026 be increased to $339.00 (8% increase) (The last dues increase was 2020). 8. Budget Presentation & Financial Report. (MS) • Financial reports and details can be obtained by LOLM Members from the LOLM treasurer. • A motion was made by Jon Edmondson to approve the 2026 Budget (including the dues increase) as presented (2nd Quinn Griffing). The Budget and dues increase was approved 9. A motion was made by Jon Edmondson to elect the 2025-26 Board Members as a single slate. (2nd Marlene Sloat). Motion approved by majority vote of Members at the meeting. The 2025- 26 Board Members are: • Gwen Edmondson • Sandy Fultz • Quinn Griffing • Maureen Hamilton • Laura Leichty • Marlene Sloat 10. Community input and inquiries received regarding: • front entrance • legal issues status • sidewalk extension to The Glens of Liberty Mills • maintaining and protecting the environment • more benches along our walking areas • keep the drainage area between the two lakes tidy 11. Announcements. (GE) • Blessing of Animals October 5, 2025, Grace Episcopal Church 3pm. • Bonfire Social October 11, 2025, 6-8pm. • Decorating for Holidays November 2025. Helpers needed. • A brief 10–15-minute meeting of the new Board will be conducted immediately after the Annual Meeting. 12. Motion to Adjourn the LOLM Annual Meeting by Quinn Griffing 2nd (Sandy Fultz) Motion approved. 7:25pm.
LOLMCA Board Meeting Minutes Wednesday, August 27, 2025 Grace Episcopal Church 1. Call Meeting to Order 6:00 pm (GE) • Present: Gwen Edmondson, Sandy Fultz, Maureen Hamilton, Trisha Rager, Marlene Sloat. •Absent: Jeff LaBelle, Quinn Griffing 2. Secretary’s Report (GE) • Motion (MS) to approve 7/9/25 Board Meeting Minutes, 2nd (MH). Approved. • Minutes for the Board Meeting 6/18/25 posted to the website. • Updated By-Laws were posted to the website. • Board Candidate announcement email sent on 8/6/25. A more encouraging email for Board Candidates will be sent in September. • Be a Tourist in Your Hometown email sent 8/25/25. • Garage Sale Survey Results are: (1) should have both Fall (September) and Spring (April) Garage Sales, (2) more advertising perhaps Facebook or Garage Sale Websites, (3) liked getting a free sign for yard, (4) Liked having the registry and email list to LOLM. 3. Treasurer’s Report (MS) • Motion (SF) to approve the Financial Report Year to Date 2nd (MH). • Houses sold/bought- Lot 39 going up for sale soon, 109. • Budget for 2026 is being planned. A first draft budget was presented for review and discussion. 4. Maintenance Officer’s Report • Two Streetlights at corner of Chase Creek Run & Agora Drive repaired by City of Fort Wayne Street Engineering • Kelsey Drive Sign at corner of Kelsey Drive and Almond Bluff came down. Working on getting it replaced. • Mailbox stand and mailboxes on Chase Creek Run repaired by the homeowners. • Still working on refurbishing or replacing the 3 wooden signs in neighborhood and having wooden guardrail cleaned. • Todd will address the grass along the sidewalk at the front entrance. Quinn will coordinate with Todd on this. Trisha volunteered to contact the sidewalk contractor that placed grass seed in that area to see if they might reseed it for us. 5. Architecture Committee Report (GE) • Architectural Committee Approvals: paint for front door, exterior painting, 3ft high black spaced rail fence in backyard, new deck, replace and extend driveway and replace sidewalks. 6. Welcome Committee Report (MH) • New neighbors visited- 2 on Chase Creek Run- DeBrand Chocolates gift given. 7. Old Business (MH) • Trash dumpster will try to find a new date. 8. New Business (GE) • Planning Meeting for Annual Meeting September 10, 2025, 7PM. • Discussion about how best to make sure our contact information is up to date. • Trisha will find out how much it cost for Saratoga Park new sign and entrance work. 9. Neighborhood Calendar (GE) • Custard Sundaes Social – Sunday September 14, 2025, 6PM Grace Episcopal Church (MH). • Bon Fire Saturday October 11, 2025 (GE) (MH) 10. Next Board Meetings (GE) • September 10, 2025, 7PM. • LOLMCA Annual Meeting: Wednesday, October 1, 2025 11. Adjourn Meeting (GE) 7:04PM.
LOLMCA Board Meeting Minutes Wednesday, July 9, 2025 Grace Episcopal Church 1. Call Meeting to Order (GE) 6:10 PM 2. Attendance: • Board Members Present: Gwen Edmondson, Sandy Fultz, Marlene Sloat, Maureen Hamilton, Quinn Griffing. • Board members Absent: Jeff LaBelle, Trisha Rager 3. Secretary’s Report (GE) • Motion to approve Amended and Restated Bylaws of the Lakes of Liberty Mills Community Association (MS) 2nd (QG). Approved. • Motion to approve Minutes from 6/18/25 Board Meeting, (MS) 2nd (SF). Motion Approved. • Motion to approve Board Candidate Announcement to be sent 60 days and 30 days prior to the October 1 Annual Meeting (MS) (QG). Motion Approved. 4. Calendar: • Indoor Golf Night - postponed (QG) • Custard Sundaes Social – rescheduled (MH) • LOLMCA Annual Meeting: Wednesday, October 1, 2025 •Bon Fire Saturday October 11, 2025 (GE) (MH) 5. Next Board Meetings (GE) • Wednesday, August 27, 2025, 6PM Grace Episcopal Church 6. Adjourn Meeting (GE) 6:55PM
LOLMCA Board Meeting Minutes Wednesday, 18 June, 2025, 6PM Grace Episcopal Church 1. Call Meeting to Order(GE) 6:08 pm 2. Attendance: * Board Members Present: Gwen Edmondson, Sandy Fultz, Trisha Rager, Marlene Sloat, Maureen Hamilton, Quinn Griffing. * Board Members Absent: Jeff LaBelle * Others Present: one resident 3. General Business (GE): Recorded the meeting for preparing the minutes. Robert’s Rule of Order was followed at Board meetings. * Motion to approve Board Meeting Minutes Policy (MS). Approved. 4. Secretary Report (GE): Minutes from 4/23/25 Board Meeting were presented and discussed. * Motion to accept the Minutes (QG). Approved. * Reported the following activity: A letter was sent out to Members regarding 3 reports of minor vandalism: mailboxes, scooter driving across yard, trash in lakes. * New Neighborhood Police Liaison Officer is Myles Mayfield. His contact information is on our website 5. Treasurer’s Report (MS): * Financial Report year-to-date was presented and discussed. Motion to accept the financial report (QG). Approved. 6. Maintenance Officer’s Report (JL in absentia): * Front entrance was trimmed prior to mulching in the Spring. It will be touched up as needed. * Grass at entrance along newest sidewalk to trail crossing received weed and feed treatment recently but will take a couple of good rains to work and 12 -18 months to get fully established. * Shrubbery at intersection of Middle Grove Rd & Aurora will be trimmed soon. 7. Architecture Control Committee (ACC) Report (GE): * Projects Approved -Driveway widening, upgrade window, 3 season room addition, deck, concrete patio, basketball concrete pad and goal, wooden playset, new roof, basketball post and goal, exterior paint and new lights, exterior paint, deck. All applications and approvals are kept on file in the ACC records. * Discussion ACC should contact members in person whenever possible and always keep written documentation of actions taken. 8. Welcome Committee Report (MH): * Visited one of our new neighbors on Chase Creek Run. * Will be visiting another new neighbor on Almond Bluff Pass soon. 9. Old Business (GE): * Bylaws committee meeting was held on June 4, 2025. Next meeting July 9, 2025, 6 pm Grace Episcopal Church. * Garage Sales- 8 people registered. About a dozen total participants. LOLM will survey participants to help plan for future garage sales. * Dumpster for neighborhood cleanup. Maureen will check on availability for September 13. * Golf Event might be scheduled for Friday August 15. Email will be sent to Membership once a date is set. 10. New Business: * Encourage Members to run for the Board: (1)- Send emails to membership 60 days and 30 days prior to the Annual meeting. (2)- Potential candidates must submit a bio with their qualifications along with their application to run for the Board at least 10 days prior to the annual meeting. * If the grass at the front entrance still needs improvement toward the end of the summer, the best time to address it will be between August 15 - September 15. (QS) offered to help with this issue and estimated the costs to LOLM to be approximately $500. * The Board is looking into a capital investment campaign project to refurbish the entrance area aesthetics. * Signage around the ponds will be updated to improve visibility, appearance, and promote safety. The 3 existing wooden signs will be refurbished or replaced. * Plans are being made to update our Membership contact information. 11. Neighborhood Calendar (GE): * Custard Sundaes Social – Sunday August 24, 2025, 6PM Grace Episcopal Church (MH). * LOLMCA Annual Meeting: Wednesday, October 1, 2025 * Bon Fire Saturday October 11, 2025 (GE) (MH) * Next Board Meeting (GE) New date Wednesday, August 27, 2025, 6PM Grace Episcopal Church 12. Adjourn Meeting (GE) Motion to adjourn meeting by (QS) 2nd (TR)7:37pm
Wednesday, 23-April, 2025, 6PM Grace Episcopal Church 1. Call Meeting to Order (GE) 6:05 PM 2. Attendance: • Board Members Present: Gwen Edmondson, Sandy Fultz, Trisha Rager, Marlene Sloat, Jeff LaBelle, Maureen Hamilton, Quinn Griffing. • Others Present: one resident 3. Secretary’s Report (GE) • (MS) Motion to approve Minutes from 1/15/25 Meeting 2nd (MH). Motion Approved. • (MS) Motion to approve Minutes from 3/24/25 Meeting, 2nd (SF). Motion Approved. • Correspondence- a. Lost Cat b. Camping sites- issue resolved c. Bible study at Grace Church d. Spring Newsletter sent out 4/8/25 e. Garage Sales May 30 & 31, 2025 f. Letter to Membership re: legal fees incurred and budget 2/28/25 g. Two Board members resigned: Nina Nardozi 3/3/25, Steve Poiry 3/14/25 4. Treasurer’s Report (MS) • Financial Report was presented. JL Motion to approve Treasurer’s Report. 2nd MH. Motion Approved. • Dues Receipts Status- 2 lots still outstanding. • (JL) Motion to approve Conflict of Interest Policy 2nd (SF) Motion Approved. • Houses Sold Lots 55, 59, 115 5. Maintenance Officer’s Report (JL) • Landscape Maintenance - Contract with Todd Phillips paid hourly. • Pond Maintenance – Contract with Aquatics Management paid for season to receive discount. 6. Architecture Committee Report (GE) • Lot 101-raised garden bed -approved. • Lot 96-replace and refresh existing landscaping walkways, patio, and retaining walls-approved. • Lot 68-Remove deck, replacing with extended stamped concrete patio, concrete slab & hot tub, aluminum pergola-approved. • Lot 109-concrete extension to driveway for 3rd bay of garage and concrete pad off screened porch- approved. • Lot 55- 6 ft wooden privacy fence-approved. • Lot 6-Replacing windows, door, and roof-approved. • Lot 114-waiting for more details on exterior work to front of house-not approved yet. • Lot 82-planning for a 3 -season room addition, new deck, new roof-not approved yet. • Created a new ACC Form. It is downloadable from our website and can be edited and then emailed to the ACC. 7. Old Business: • All covenant and by laws information was emailed to the board members as requested. • Trisha and Nina decorated the front entrance for Christmas. 8. New Business: *Dumpsters can be obtained for yard waste or trash cleanup in the neighborhood. Info was sent toboard members. (MH) will investigate this for the neighborhood. • (MH) asked to have email sent out about keeping our lake areas clean from trash and debris. 9. Planning of Neighborhood Calendar -Discussion of events for LOLM for 2025 resulted in approval of the following events and schedule. • Neighborhood Garage Sale – Friday & Saturday May 30, 31, 2025 • Possible Indoor Golf Night - TBD - June (QG) • Custard Sundaes Social – Sunday August 24, 2025, 6PM Grace Episcopal Church (MH) • LOLMCA Annual Meeting: Wednesday, October 1, 2025 • Bon Fire Saturday October 11, 2025 (GE) (MH) 10. Next Board Meetings (GE) • Wednesday, June 18, 2025, 6PM Grace Episcopal Church • Wednesday, August 20, 2025, 6PM Grace Episcopal Church 11. Adjourn Meeting (GE) 6:55PM Motion (QG) 2nd (JL)
Lakes of Liberty Mills Community Association (LOLMCA) Board Meeting Minutes Monday, 24 March 2025, 5:30PM 1. Call Meeting to Order (GE) 2. List of Meeting Attendance by Board Members (GE) Present: Gwen Edmondson, Marlene Sloat, Jeff LaBelle, Quinn Griffing, Maureen Hamilton Absent: Sandy Fultz, Trisha Rager 3. Assignment of Duties (GE) • Marlene submitted a written motion for reassigning selective duties of the Board to other Board members and it was seconded by Quinn. • No discussion. • The motion was approved by a majority vote of the Board 5/7. • The motion will be filed with the Board minutes. 4. Record Retention Policy (MS) • Marlene presented a written motion for a record retention policy for the Board and it was seconded by Quinn. The record retention policy was emailed to all Board members along with Document Retention Policies for Nonprofits. • Discussion: o The record retention policy was drawn from Indiana HOA and Nonprofit Laws. o The record retention policy is a document that will have to be changed and amended when indicated. It is a living document. o Discussion ensued about what types of emails need to be retained (personal emails about board business discussions, emails from the Board to the membership, emails from the membership to the Board). Quinn is going to get legal clarification on the topic of email retention. o Discussed retention of Board meeting minutes 5 years from 3/24/25 and any Board Meeting Minutes that we already have on file. o Proxies have to be retained as well. • Jeff motioned and Quinn seconded to approve the record retention policy as presented. • The record retention policy was approved by a majority vote of the Board 5/7. • The record retention policy will be filed with the Board minutes. 5. Next Board Meetings (GE) • Wednesday, 16 April 2025, 6PM Grace Episcopal Church 6. Adjourned Meeting (GE)-6:00PM
Lakes of Liberty Mill Association (LOLMCA) Board Meeting Minutes 1/15/25 1. Call meeting to order 6:00pm Grace Episcopal Church (GE) 2. Attendees: • Board Members Present: Gwen E., Sandy F., Trisha R., Marlene S., Jeff L., Steve P., Maureen H., Nina N. Call-In: Quinn G. • Six residents a?ended and signed the sign-in-sheet 3. General Business • This meeting is being recorded to aid in note taking • Any residents who wish to speak on a topic will be limited to one (1) 2-minute period • Motion to approve Trisha R.’s revised agenda was denied • Motion to approve Gwen E. agenda was approved by a majority 4. Secretary’s Report (TR) • Mo)on to approve minutes from previous board meeting (11/20/24) prepared by Trisha R. was denied • Motion to approve minutes from previous board meeting (11/20/24) revised by Jeff L., Marlene., and Gwen E. was approved by a majority 5. Treasurer’s Report (MS) • 2025 budget proposed • Mo)on to approve 2025 budget was approved by the majority of the membership 6. Next Scheduled Board meeting g (GE) • April 16, 2025 7. Adjourn meeting (GE) at 6:32pm
Board Meeting Minutes 11/20/24 Call meeting to order 6:00 pm Grace Episcopal Church (GE) Attendees: Board Members Present: Gwen E., Sandy F., Trisha R., Marlene S., Jeff L., Steve P., Maureen H., Quinn G. Board Member Absent: Nina N. Five residents attended and signed the sign-in sheet General Business: Motion to adopt Robert’s Rule of Order for all meetings was made and unanimously approved. Handout was given to each board member and reviewed prior to acceptance. Motion to limit member comments to 3 minutes to a person was unanimously approved. Secretary’s Report (TR) Motion to approve minutes from previous board meeting was unanimously approved. Motion to approve organization board meeting minutes was unanimously approved. Correspondences – Received access to LOLM Gmail account 10/18/24 and reviewed activity since 10/2/24 o Highlights of Gmail account: ▪ Topics included questions about possible lawsuit, selective enforcement of covenants, renting of home, integrity of new board members, special meetings, pursing legal action, bonfire, fence, request for a formal decision regarding covered patio Dues letter done – Passed around table for review along with addresses and lots that will go out with dues letter so residents can easily reference on their dues check Treasurer’s Report (MS) Motion to approve year-to-date financial report as of 11/20 was unanimously approved. Board requested that information regarding insurance coverage be provided. Motion was unanimously approved to authorize the treasurer to consult with attorney or CPA as to whether the association must file under FinCEN. Motion was unanimously approved to research and propose record retention policies at the next board meeting. Motion was unanimously approved to accept Treasurer’s policy regarding disbursement of funds. The detail motion should be attached to the records retained by the secretary. Discussed 2025 Budget o Status of Project Fund o Beautification-removed category and rolled funds to another category o Board agreed to increase value of Welcome Gifts up to $50. o Legal and Professional Fees included for the completion of revised covenants Budget will be forwarded to the membership prior to the January meeting and approved in January. Board Members agreed to keep annual dues payments by check only. Electronic payment options, like Square, would have required a surcharge to cover processing fees. Discussed how to communicate Real Estate activity to Secretary and Welcome Committee. Discussed the use of Slack for review, questions and approvals. Motion unanimously approved to research and propose a Conflict of Interest Policy at the next meeting. Discussed potential changes to the bylaws Maintenance Officer’s Report (JL) Motion unanimously approved to require current certificate of liability from all association contractors. M&M landscaping plowing $85 flat rate. Plowing will take place upon 2inches of snow. Sidewalk – Glens meets our addition (behind church) getting a quote ADA – Sidewalks orange blocks repair Resident gave folder to Jeff regarding drainage repair Architecture Committee Report (SP) Motion unanimously approved to grant Steve full architecture decision/approval authority. Steve will ask board if help is needed. Implementation of record retention policy 30-day period starts when all information requested is received Architectural Committee implemented an enhanced architecture approval process (pictures, research and disclaimer) Notifying board by using Slack and Emails regarding approvals Requests approved: hot tub and 2 fences Emphasized the importance of board not fighting personal battles – Needs to be done Discussed potential changes to board members’ dues as part of bylaws changes Discussed 8ft fence height which is allowable and fence color of black. Steve will check with resident regarding choice of color. New Business The President will email proposed covenants and bylaws to board members for review These projects were proposed at the annual meeting for consideration this year. No discussion was held on them at this time. o Sign refurbishment o Professional Landscaper for front entrance, north bank, erosion control, tree pruning o Dredging north creek o Planning neighborhood calendar Trisha and Nina will assess Christmas decorations and set a decoration date. Next Board Meeting January 15, 2025 at Grace Episcopal Church Residents discussed the following concerns: o Resident expressed concern about selective enforcement of covenants o Resident expressed concern about prior fence approval/denial o Financial record assistance o Resident would like to install a solar powered generator and would like solar in covenants. o Resident asked the board to consider making a donation to the Episcopal Church garden for use of facility. *The Board asks the members to please respect the Grace Episcopal Church fence around the driving path and Church Garden during the winter season Adjourned Meeting (GE) approximately 8:10pm
Organization Meeting MinutesDate: October 2, 2024 Introduction: The meeting began with introductions, where each member shared their name and how long they have resided in the neighborhood. Officer Elections President: Quinn was nominated by a few. Gwen stated she wanted the position. Quinn graciously offered to support Gwen and assist as needed – unanimously approved. Vice President: Sandy volunteered to continue as Vice President, and the group agreed. Treasurer: Marlene was nominated and unanimously approved as Treasurer. Secretary: Trisha was nominated and unanimously approved as Secretary. Architectural Chair: Steve was nominated and unanimously approved as Architect chair. Steve asked about the architectural committee and Gwen asked Steve if he needed help. Steve stated no I can do it. Welcome Wagon: Maureen volunteered to continue in this role. Maureen stated she really enjoys her role – unanimously approved. Maintenance Officer: Jeff volunteered to remain in this role – unanimously approved. Website and Social Media: Nina and Trisha will collaborate on managing the neighborhood website and Facebook page. Communication: Jeff proposed using Slack as a platform for efficient communication among members. This suggestion was met with general agreement. Adjournment: Gwen stated several times we needed to adjourn meeting because of time constraints. The meeting concluded after approximately 10-15 minutes.
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