2019 Annual Meeting Minutes

KNOLLWOOD HOA
2019 Annual Meeting Minutes

January 20, 2019, 7 PM
7230 Tuliptree Trail
………………………………

Meeting called to order at 7:05 p.m.
Members Present: See sign-in sheet. Quorum established.
………………………………
1) Introduction of Board and Property Manager, Steve Follis with Trent Management.
2)Secretary’s Report: (Adrienne Gale)
• There were no additions, deletions, or amendments to the minutes offered and reading of the 2018 annual meeting minutes was waived by members.
• Motion was made to accept the 2018 minutes (second)- minutes passed.
3) President’s Report: (Mike Schultz)
• we switched snow removal companies
• DPW put a new drain on the tuliptree cul-de-sac.
• The big drainage is still doing fine since it was fixed last year
• people are driving through the grass down by the signs
• there was an occasion in March 2018 during a big storm that the emergency gate was blocked by a pile of mulch
• The view leaving Knollwood (heading north onto Sargent)is blocked by wild bushes thereby making it very dangerous to pull out.
4) Financial Review: (Steve Follis, Trent Management)
• Year end 2018 results reviewed.
• 2019 proposed annual budget discussed
• Motion was made to accept proposed 2019 budget (second) – budget passed
5) Election of Directors (Mike Schultz)
• Discussion held if there were any volunteers who wanted to take a vacant spot
• Motion was made to retain existing board members for 2019 (second) – election passed

6) New Business/Questions
• Question raised about snow plowing the circle on Walnut way. Confirmed that would be plowed by crew and property manager would advise snow contractor.
• Discussion concerning honeysuckle bushes along Sargent Rd and to see if homeowner, landscaping company, or city could remove and/or trim back 4 ft.
• Request made to inquire if City could plow Walnut Way because of hill and school buses. Property manager would inquire.
• Request made about having a phone directory of neighbors.
• Discussion concerning emergency exit and the ability to have a bike path to access other neighborhood. Reiterated the exit is only for emergency access and is not for any other use.
• Volunteers stepped forward looking at planning a neighborhood party for the year.
• Suggestion posed about having street sweeping done in the community. Property manager would obtain estimates.
• A neighbor volunteered to use their water for irrigating the entrance as needed.
Adjournment of Meeting by Consensus of Members
Meeting Closed at approximately 8:00 p.m.
Respectfully submitted,
Adrienne Gale

Knollwood HOA News – February 2019

Knollwood HOA News

February 2019

Annual Meeting Update

Homeowners unanimously approved the 2019 budget and reelected the Association’s officers during last month’s annual meeting. Some of the topics discussed are in this newsletter. We request that each homeowner go online to contact the Mayor’s Action Center (MAC) at 317.327.4622 or http://maps.indy.gov/RequestIndy and petition the City to repave Walnut Way, Tuliptree Trail, and Beach Knoll. Other than a portion of “the hill” on Walnut Way, it has been more than 12 years since our roads were repaved and some areas are literally disintegrating.

Snow Plowing

The company hired to plow our streets this winter was complimented at the annual meeting for doing a good job. We are asking them to avoid piling snow over storm drains. We have reminded them to plow the circle on Walnut Way.

Several years ago, the City of Indianapolis plowed and treated all of our streets due of the safety of our children the school bus that drove up into our neighborhood. However, when the school system discontinued door-to-door service, the City stopped plowing and would only “salt” Walnut Way. Now that the bus is back in Knollwood, your Association is asking the City to reinstate plowing as before.

Neighborhood Directory

Homeowners will soon be asked for updated contact information and receive an updated neighborhood directory listing all resident’s names, addresses, phone numbers and emails. The printed directory will be distributed to each homeowner, is confidential to Knollwood, and will not be shared outside our community.

Social Activities

Not everyone is eager to participate in neighborhood picnics and other social functions,  but for those who are…stay tuned. A group of our neighbors are planning on some fun activities this summer which will help us get to know one another and to welcome some of the new families who have moved into our neighborhood.

Street Cleaning

We are exploring the costs of having a street sweeping company to clean and remove loose gravel and other debris this spring.

Safety Tip

For our safety of the many children now living in Knollwood, remember to slow down and drive with care. Speeding throughout our neighborhood has increased lately and we want to avoid any tragic consequences of careless driving.

Entrance Updates

Efforts are underway to increase the safety at our front entrance by removing some of the vegetation that blocks our view while pulling out onto Sargent Road. The biggest problem is the invasive Honey Suckles which need to be pulled up by the roots. This effort will take place just as soon as weather permits. We are in contact with the Indianapolis Police Department and the Sargent Road Association to reduce speeds on Sargent road which pose a serious threat to our safety.

Our entrance signs will be power washed this spring and we are looking into the feasibility and cost of installing solar lighting to illuminate the signs at night. The cost of installing electricity is prohibitive.

Curb Appeal

Each homeowner is reminded that what makes Knollwood so special is our “curb appeal.” Yes, the woods and nature are doing their part…but the rest is up to us. So, consider what you can do to your own property this Spring to enhance our curb appeal. It’s not always a matter of money, but just a little time and effort can make a big difference. And as a reminder, City ordinances state that homeowners are responsible for keeping any storm drains along their property free and clear of debris. However, if you are not physically able to perform this maintenance on your own, please contact your Association and a volunteer neighbor will assist you.

Communications Improvements

We are continuing to update the website with news and special events. Also, we will be starting more frequent newsletters, like this one, on a quarterly basis. If you have news or information to contribute, please contact our property manager.

Steve Follis, Property Manager Trent Management LLC

PH: 317.292.8582

email: sfollis@trentmgmt.com

2019 Annual Meeting Agenda

Annual Members Meeting January 20, 2019

Agenda:

  • Introduction of Board, Property Manager
  • Board Approval of Minutes from the last annual meeting
  • President’s 2018 review
  • 2018 Financial Review and 2019 Budget
  • Election of Board
  • New Business
  • Questions/Concerns

 

Annual Members Meeting January 20, 2019 

The Annual Meeting and Election of Directors of the Association will be held on Sunday, January 20, 2019 at 7:00 p.m., at 7230 Tuliptree Trail, Indianapolis, IN 46256.

Proxies and nomination forms have been mailed to each address in the neighborhood.  Questions concerning the meeting or the materials mailed should be directed to: Steven Follis, Trent Management LLC, 317-292-8582, sfollis@trentmgmt.com.

See you at the Annual Meeting!

 

Message from Sargent Road Association

Hello Knollwood Neighbors,

For those of you who do not get mailings from the Sargent Road Association, please see below for the latest:

Dear Members,

This has been one long winter for all of us but it won’t be long now until our beautiful corridor of Sargent Road is going to look like this once again. Over the winter, littering has made our road look less than perfect and we would like to enlist your help on April 28th at 9:00 a.m. in picking up the trash along the road. We will first meet at the Mud Creek Barn on 86th St. to learn where we can help. We will have gloves, grabbers, and bright orange vests provided for our use and the Sargent Road corridor will have limited police protection. In order for the full stretch to be cleaned up, we need many volunteers. Won’t you consider joining the Litterbusters for this important event?

Another item to mark on your calendar is the upcoming Annual Meeting for SRA. That is slated for April 23rd at the Barn at 7 p.m. Some of the topics to be discussed are road issues in the Mud Creek Valley, our speed patrol process and statistics from Geist Patrol, updates from Michael McQuillen who is our city councilman, and new communication/marketing initiatives that SRA will be using from now on.

A final item I want to share with you is that our current Treasurer is a new mom for the first time and she is relinquishing her position on the Board for now. We need someone to step up and offer their service to keep our accounting and banking activities current and accurate. If you think you might be able to do that, please contact sargentroadassociation@gmail.com and we will try to answer any questions about the position that you may have.

In summary, please mark your calendars for our Annual Meeting on 4/23 and for the Annual Sargent Road Cleanup on 4/28.

Hope to see you there!!

Betsy Brunette
Membership/Newsletter

2018 Knollwood Meeting Minutes

KNOLLWOOD ANNUAL MEETING
Sunday, January 21, 2018 – 7:00 p.m.
7230 Tuliptree Trail

-Attendance was taken and proxies were counted:

Present in person—President Mike Schultz and Kimann Schultz, Julie Huggins, Marty Crossland, Marty Hollingsworth, Nancy Lamson, Jason Plummer, Mr and Mrs. Singh, Molly Griffin, Ken Nelson, Adrienne Gale, Charles Beasley and Becky Bushong, James and Sharon Myers.

Proxies were submitted and accepted for seven households.

-Mike Schultz opened the meeting, introduced the executive board members present and then introduced Dan Jenson from Trent Management company who was sitting in on our meeting.

-A motion was made, seconded and approved to dispense with the reading of the minutes of the 2017 meeting.

-Mike Schultz discussed the projects and improvements that had been undertaken in 2017 following the 2017 meeting and solicited any questions about those, and thanked the landscaping committee for their work in 2017 and thanked Ken for his assistance in dealing with the City on the Tuliptree drainage project. Mike then turned the meeting over to the management company.

-Dan Jenson then discussed the proposed budget for 2018 and the proposed increase in the annual dues to $500 from $450.

-Mrs. Myers raised her hand and directly asked Mr. Jenson what exactly does Trent Management do for our neighborhood. Dan Proceeded to explain all the things that they do in terms of billing and budget. Mike Schultz added that Trent deals with numerous other issues, such as coordinating vendors, dealing with Indianapolis Water when they over billed the neighborhood by $3,000 for water service, and handling enforcement of the covenants and collection of dues.

-Nancy Lamson asked Mr. Jenson if the proposed dues for our neighborhood are comparable to other neighborhoods in the area with terrain like ours. Mr. Jenson answered “yes, it is very close”.

-There was general discussion about the value that the management company brings to the neighborhood and Charles talked about the fact that now that we are incorporated -it is best to have a management company. Mike pointed out that it is unlikely anyone would want to serve in a leadership role in our incorporated HOA without the assistance

and advice of a professional management company. Mike also stated that the executive board has been very pleased with the services of Steven Follis and Trent Management Company and pointed out that he has received many compliments from neighbors on things like snow removal and the improvements at the entrance. Dan Jensen spoke up to say that they do take care of 700 homes in the area.

-A motion was then made and seconded to approve the 2018 budget and dues increase and a vote was then taken on the issue. There were 16 votes in favor and 3 against. The motion passed.

-The election of the executive board for 2018 was then conducted. No new nominations were received. A motion was made and seconded to maintain the same executive board members and positions for 2018. The motion passed unanimously.

-New business and questions/concerns were then discussed for the remainder of the meeting.

-Kimann spoke about the grass by the entrance signs and Charles said he was impressed how well the grass is doing.

-Kimann spoke about the Gale‘s mailbox and how nice it is and she spoke about maybe getting a group discount if people were interested. Charles spoke up and said that Roy Heraly might be an option to get the mailboxes from (since he owns a sign company)

-Ken Nelson wanted to know if we had a back up key for the gate—in case Steve did not have it unlocked in the winter. It was brought up by Nancy Lamson that maybe somebody from the board should have that back up key.

-Ken Nelson asked Trent what they would do if somebody did not follow the covenants. Dan Jenson said they would definitely enforce those.

-The role of an architectural review committee was discussed. Charles pointed out that several years ago all of the standing committees were merged into the executive board. Mike said that an architectural review committee could be formed if needed on an ad hoc basis and that the board would follow the advice of the management company in the event someone proposed to make substantial changes to their property.

-Ken talked about the bushes at the end of the turn lane (at the entrance) obstructing the view when you turn left.

-After all questions/concerns had been discussed the meeting was adjourned at 8:40 p.m.

2018 Annual Meeting January 21

Knollwood Neighbors:

Our annual meeting will be held on January 21, 2018 at 7230 Tuliptree Trail starting at 7pm.  You should have received your notice, agenda, and proxy by mail last month.  If you need another copy please contact Mike Schultz, President.

Agenda:

  • Introduction of Board, Property Manager
  • Board Approval of Minutes from the last annual meeting
  • President’s 2017 review
  • 2017 Financial Review and 2018 Budget
  • Election of Board
  • New Business
  • Questions/Concerns

2017 Knollwood Meeting Minutes

KNOLLWOOD ANNUAL MEETING MINUTES 2017

Held at the home of Charles and Rebecca on Sunday, March 5, 2017.  Roll call was taken by secretary Adrienne Gale at 7:15pm

Present–Kimann and Mike Schultz             Adrienne Gale            Ken Nelson

Mr. and Mrs. Singh                          Bert Lefel                    Marty H.

Nancy Lamson                               John Sahm                  Charles B.

Rebecca B.                                     Constance                   Molly Griffin

Debbie K.                                                                            Sharon Myers

Proxies–Phil and Lynn Scaletta.                The Moores                     Ethel Sing

The Hensleys                                The Platzes                   The Fischers

Nick Hoetmer                                JoAnn Heraly                Julie Huggins

Beck-Coons

Adrienne Gale read the 2016 minutes

Charles Beasley made a motion to approve the 2016 minutes, Ken Nelson seconded.  All were “yeahs” and the 2016 minutes were approved.

A moment of silence was then observed in memory of Gerald Griffin

New business:

  1. Charles Beasley spoke about DPW and the repairs for Tuliptree Trail. The contract was signed at the end of January and they are supposed to start within 60 days. Marty spoke about the easements and the erosion. An engineer told her that she had to sign the paperwork ( for the easements ) so they could get going as soon as possible- so she signed them at the end of December however they still have NOT started and Marty’s emails are not being returned.  They took out a lot of trees on Marty’s property and as a result backfilling is now needed. Charles spoke about the erosion and dipping on Sargent Road due to the fact that there is not a drain or any structure underneath the road to support the road.
  2. Charles spoke about the catch basin by Steve McGill’s property and the fact that there has not been good communication between the gas company and DPW. There was an open discussion about how much worse the catch basin is getting and the fact that the neighborhood to the west drains into the big catch basin and is causing all the problems.
  3. There was open discussion about how bad the road is.  Kimann  thinks we should get a reporter out to see how bad the street is and possibly go on television.  The group discussed starting a petition so we have that in place.  Ken will take comparison pictures of the damage and call McQuillan and also will call Steve to inquire about communicating with the mayor.
  4. Kimann then introduced the new neighborhood website  and the fact that the pictures are easy to see on all cell phones. The covenants are on there along with the bylaws. There is an infrastructure page, a pet page and a nature page. There’s also a real estate link. The website name is:     KNOLLWOODNEIGHBORHOOD.COM
  5. Mr. Singh commented that he believes covenants should remain in place for 10 years. The current covenants were revised in 2012
  6. The group then discussed the covenants as they relate to leasing a house in KNOLLWOOD  John Sahm read out loud the covenants regarding leasing; some concerns were expressed about the way the covenant currently reads
  7. Charles spoke about the maintenance of curbs and storm drains he also stated that open burning of leaves is a violation. Charles also went over the results of the opinion poll regarding the enforcement of covenants and the increase of dues if needed.
  8. Charles stated that there are several management companies that are being recommended
  9. Constance said that there is a problem with the landscaping not being there ….Charles said that he is paying for the ground cover to go in. Ken talked about the Wamsley’s refusing to grant an easement on their property in the past when they lived there. There was discussion about the possibility of granting an easement to the neighborhood for access to maintain the sign.
  10. Charles discussed the budget and snow removal.  We have a surplus in our budget because we only had to use the snow removal company one time.
  11. The group then discussed options for landscaping at the neighborhood entrance.  The group discussed forming a landscaping committee and Kimann volunteered to help with it. Sue would like to help according to Ken. Constance also volunteered to work on the committee.
  12. Debbie talked about the community helping to clear the drains of the neighborhood and spoke about the cleanup day. She also asked about the utilities and why there wasn’t a proposed budget number in the column for 2017.  Charles just forgot to type it.
  13. John Sahm made a motion to approve the budget. Adrienne seconded. The dues will stay the same… all yeas and the motion passed.
  14. Charles reminded everybody that Armour will send out the bill for the dues.
  15. Charles announced the results of the election for the new board.  Mike Schultz was elected to serve as President… Bert for Vice President ..Adrienne for Secretary…..Charles for Treasurer and Debbie for member at large.  There was a motion to pass the board by John Sahm and Ken seconded.  All voted in favor and the new board was approved.

Meeting adjourned at 9:20 pm