Graystone HOA Meeting
    June 22nd, 2004             

• Neal Seigfried opened the meeting. 

• 23 homeowners were present. 

• Minutes from the February and April meetings were reviewed.

• Neal will meet next week with Curt Carmichael in the Estates to learn more about camera installation at the entrance of Graystone.  He will report his findings, including installation and maintenance costs at the next meeting.

• The sprinkler system valve box situation was discussed again.  (Neal, will you follow up on this?)  The boxwoods that are replaced this fall will need water.

• The stamped concrete around the clock tower will happen this fall.  Someone should follow up with Richard Heiser on this in August.

• We acknowledged the new yield signs around the clock tower, but wondered why we didn’t get a stop sign on 68^th and 115^th.  LeeAnn will talk to John Smucker and find out.  Al Newton contacted the city of Bixby about the street sign at that intersection that has been knocked down.  Steve Smith suggested that a “No Parking” sign be erected at that intersection if a stop sign is not appropriate.

• The residents voted unanimously to erect a “Neighborhood Watch” sign at the entrance of the subdivision, and the top of the hill from the Estates.  The sign could be mounted, at the north bound stop sign at 66^th & 115^th.  (Neal, will you ask Frank to order those and forward the bill to our treasurer?)

• Mark Newton (298-5381) reported that the balance in our account is over $37,000.  The current annual dues will be $160.  Checks for the homeowners paying the island water bills will go out this week.

• LeeAnn reported the social committee, newsletter and architectural control committee reports.  We will try to get a newsletter out quarterly.  LeeAnn will continue to write it, with information coming from the new secretary.

• Denni Gresham, Chairperson of the Landscape Committee, has moved out of the neighborhood.  The current committee will have to decide on a new chairperson.  They will also need to select a new person to handle the arrangements of Christmas lights.  Brent Rubis also talked about his concern with the boxwoods.  He has agreed to be on the Landscape Committee.  Mark Newton suggested they meet to develop a plan for replacing boxwoods, and Shane can implement the plan.  LeeAnn will send a memo to members of the Landscape Committee, suggesting they meet to work out all of these issues.

• We voted on the issue of hiring a management company.  It was unanimously approved.  Neal took the contract.  LeeAnn will call Ryan Taylor (388-8548) and let him know it was approved.  (Neal, you may also want to schedule a meeting with Ryan and the new treasurer – maybe even Mark?, to start the transition).

• Nobody volunteered to be the Devonshire Treasurer.  Steve Smith said he would talk to Tim Remy about filling the position.

• Three items that need to be addressed by the new board are:

The painting of the brick patterns in the streets.

The painting of the clock tower.

A system needs to be put in place so the new house on the clock tower has to replace the boxwoods damaged by the builder.  Also, the Isoms need to replace the boxwoods damaged by their pool builder.  Maybe the new management company will have some suggestions about how these issues should be handled.

• Sara Fox (298-0269) was elected the new secretary of the HOA.

• Bruce Phelps (299-0852) was elected (in absentia) the treasurer.  He was not at the meeting, but LeeAnn called him on Friday morning to confirm that he agrees to fill the spot.  He said that was fine.  His work number is 588-6193.

• All HOA meetings will take place at the Bixby Library (20 Breckenridge, 366-3397) from now on.  LeeAnn will inform the welcoming committee so they change the letter for new homeowners.

• The baton (the meeting sign) has been passed to Sara!  It should be posted at the front of the sub. one week before each HOA meeting.

•   Brent Rubis explained his concern about the drainage easement on his lot in Devonshire.  He is wanting help from the HOA in getting Lindsay Perkins or the City of Bixby to fix the problem. Mark explained that we are not authorized to approve the spending for a survey of the situation.  Mark suggested that if Brent can find something in the covenants or bylaws that covers the HOA financially supporting solutions for problems on individual lots, to let the officers know.

• Neal closed the meeting 8:15.