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GTIA
Board Minutes
Minutes
of the Green Trails Improvement Association
Board of Directors Meeting
Tuesday November 11, 2008
Vice President, Les Lavin called the meeting to order at 7:30 PM at
Kennedy Jr. High School. Board members present: Rodd Elges, Rob
Getz, Marg Hough, Gerry Jackson, Les Lavin, Betty Long. Board members
excused: Peter Bakas, Pat Coughlin-Schillo, Craig Donofrio, Joan Dudas,
Julie LaFond, Gail Robinson. Board Members Absent: Linda Gilbert,
Terri Kolman. Management: Joanne Broda. Paula Gleason was Recording
Secretary. A quorum was not present.
Open
Forum
None.
Minutes
of the Prior Meeting
Due to a lack of quorum, vote was not taken on the minutes of the
prior meeting.
Treasurer Report
Les Lavin reviewed the October Balance Sheet and Income and Expense
Statement.
Board Motion: Rodd Elges motioned to accept the revised check register
expenditures of $15,445.66 for November, Gerry Jackson seconded.
Motion was passed by a unanimous voice vote and proxy votes as
submitted by Gail Robinson, Julie LaFond, Peter Bakas.
It was suggested that at least $100,000 of reserve funds be invested
in an 18 month CD at 4.25% at Lisle Savings Bank. Management will
confirm this interest rate and canvass Board members for approval.
In addition to those Board members present at the meeting, Peter Bakas,
Pat Coughlin-Schillo, Gail Robinson, Linda Gilbert, Craig Donofrio,
Marg Hough approved by proxy the investment of reserve funds in an
18-month CD at Lisle Savings Bank.
President's Report on State of Green Trails
Les Lavin read into the record Peter Bakas’ 2008 President's report on
the state of Green Trails.
Assessments: Assessments collected for the year of $384,608 represent
a collection rate of over 99% of assessments due ($388,416). The
total uncollected at the end of the year including past dues for prior
years is $9,407 which is up approximately $3,300 from last year's past
due balance. For 2008, there were was no assessment increase and the
rate remained at $170 per year and no increase is scheduled for 2009.
The assessment over the last 10 years has increased from $130 to the
current $170, so the Board has been very prudent with its expenses and
minimizing the impact on our homeowners. The Replacement Fund at the
beginning of the year stood at approximately $337,000 and will
increase by approximately $50,000 during the year.
Maintenance: Grass mowing and trail upkeep continue to be the
Association's biggest expenditures, totaling more than $200,000 in
annual outlays. More money continues to be spent on tree maintenance
and trimming as Green Trails' trees further mature. This year alone,
more than $39,000 was spent on tree maintenance and tree planting.
Also, additional spending is going towards light pole replacement as
again the poles are aging.
More substantial progress was made this year than any other year in
replacing the dying Scotch pines on College Road. Transplanted from
the Green Trails grove to the area this year were 38 evergreens, each
exceeding 4 foot in height. In addition, we purchased 19 large Spruce
trees and 2 Locust trees and also placed those along College Road.
Next year, we will be transplanting more Pine trees from the grove and
purchase additional larger trees. Large thank you’s go out to Betty
Long and Les Lavin who have directed these efforts.
As the 1994 trail replacement program completed in 2007 continues to
show good results, no major replacement of trails was done in 2008
except for occasional patches. As in prior years and consistent with
the trail upkeep plan, one third of the trail system was seal coated
and crack filled as needed. This program extends the life of our
trails. The expectation for trail work in 2009 is similar to 2008.
Accent Areas: Work in the accent areas this year focused on replacing
some of the aging plant material. This year, all 5 accent area signs
were cleaned and painted; all 43 islands within Green Trails were
trimmed and cleaned. Sign refurbishment is usually done every other
year; island trimming and clean-up is done once a year.
Challenges ahead: Continue the replacement of Pines and other
landscaping along College Road. The Board was more aggressive this
year in replacing the trees in this area and should continue the
accelerated schedule. Since the path system does not require any
major work, more resources will be channeled to the increasing needs
in tree trimming and light pole replacement. And the Board will need
to continue to be vigilant with its finances especially in these
uncertain times as it balances ever increasing costs for operations
and the need to have adequate reserves in capital, and the desire to
keep assessments as low as possible for GTIA homeowners.
In closing: Peter thanks the Board members for another solid year in
its stewardship of GT assets. Green Trails continues to move forward
and is a most desirable place to live. Peter also expressed his
appreciation to JRM Properties for a job well done in managing Green
Trails properties.
And lastly, Peter wanted to express his sincere gratitude and
appreciation for the exemplary service to the Board over the last 16
years by Betty Long Betty has been an outspoken supporter of Green
Trails but more than just words and ideas, she has donated innumerable
hours of sweat-equity to the betterment of Green Trails. While
retiring from the Board, we look forward to her active involvement as
a resident member of the Maintenance Committee.
Betty Long’s Service Recognized
Les Lavin then presented Betty Long with a plaque to commemorate her
16 years of service as a Board member, serving for 8 years as Board
secretary, serving as historian, participation on special committees
and special projects, writing newsletter articles, even serving as
editor for a time, and her most recent efforts in spearheading the
College Road project.
Election Results
Due to illness, Marg Hough left early so Joanne Broda reported the
following election results:
Area B - Don Helgeson Area H - Pat
Coughlin-Schillo
Area C - Marg Hough Area K -
Julie LaFond
Area D - Marisa DeAngelis Area M - No
Candidate
Area F - Christy McGovern Area O - No
Candidate
Management Report
Telephone log line items were reviewed.
Management again had to delay discussion on a proposal from Schwarz
Nursery for the anti-desiccant application to all the transplanted
pine trees, spruce trees and the new trees, a total 145 trees.
Management recommended a final mowing cycle the third week of
November, primarily to cut up fallen leaves.
Management will host a new board member orientation on Monday,
November 24th, in their home at 7:00 PM.
Management noted there was one new sale in October in the College
Green apartment-condo conversion.
Management reported that there were no new sales in October in the
Torrey Pines conversion.
Management provided a list of October 2008 newcomers. Board Directors
are encouraged to call on newcomers in their respective areas.
Finance Committee
The Finance Committee requested final approval of the 2009 budget.
Board Motion: Rodd Elges motioned to approve the GTIA 2009 proposed
Budget, Rob Getz seconded. Motion was passed by a unanimous voice vote
of those present; Management will canvass remaining Board members for
their votes. Board members Peter Bakas, Pat Coughlin-Schillo, Gail
Robinson, Linda Gilbert, Marg Hough and Craig Donofrio approved by
proxy the GTIA 2009 proposed Budget.
Maintenance Committee
Included in yearend report.
Communications Committee
No report.
Parks
Committee
No report.
Nominating Committee
No report.
Old Business - New Business
Board member Craig Donofrio sent a note to the Board expressing his
thanks for being appointed to the 2008 Board and expressing regret
that due to business travel, he will not be able to return to the 2009
Board.
Board volunteers were requested to meet at Kona's Coffee Shop in
College Square at 9:00 a.m. on Friday after Thanksgiving, November
28th, to put up the GTIA holiday lights at all the signs.
Board Member Area Reports
Area L - Rodd Elges noted that there will be a controlled burn on the
southern portion of the Meier property, on the wetland area, within
the next 6 to 8 weeks.
Adjournment
There being no further business, Les Lavin adjourned the meeting at
8:00 p.m.
Respectfully
Submitted,
_____________________________
Paula
Gleason, Recording Secretary
Signature on File
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