Graystone HOA Meeting
    August 10th, 2006

Seventeen homeowners were present at the meeting (see attached attendance record) held at the Bixby Public Library Meeting Room.  The meeting was called to order by Neal Seigfried at 7:08 PM.  The minutes from the last meeting were read and approved. 

Outgoing President Neal Seigfried was honored tonight for serving 2 years as President of the Graystone Homeowner’s Assoc.  Neal stated that there is still work to be done on the covenants that will be passed to Allan Hay to complete.  Neal was thanked also specifically by Devonshire for all his contributions to helping their neighborhood get organized after its turnover from the developer recently.  Thanks Neal for your gracious service to your neighbors!

Treasurer’s Report:  Steve Smith reported that the neighborhood is doing very well financially at this point with plenty of money available to complete the year’s expenses.  Only 3 out of 162 homes have not paid dues for the year.  Budget was discussed.  There have been many problems with the irrigation system in the neighborhood this year that have required repair and will continue to do so as the old (and low quality) sprinkler valves are wearing out.  Steve Smith stated that he will be stepping down from the Treasurer position at the winter meeting.

Landscape/Architecture Report:  Brent Rubis reported on all the improvements that have been made around the clock tower and with the boxwoods.  Boxwoods have been replaced and boulders have been added to limit damage from trucks.  The clock tower gardens were cleaned up with crepe myrtles added for seasonal color and 4 hollies switched out for the mismatched pines.  New plantings were also done on the small islands throughout the neighborhood.  Brent stated that the boxwoods will be an ongoing maintenance situation.  Cutters will replace recent bushes that died, but French drains may need to be inserted in some areas where bushes are actually receiving too much water.  They will continue to be replaced in the fall and spring as needed.  An island at the end of the 114^th st. cul-de-sac was identified as dying and local resident of the area will try to determine which home is responsible for watering this area.  Soaker hoses ARE working at this time.  Brent finally asked that we all take ownership of the neighborhood’s plantings:  if you see a weed, pull it!  It you see someone destroying the boxwoods, let Brent or Allan know.  Please do not allow your pets to urinate on the boxwoods as this kills them!  Thanks so much to Brent for all the great improvements!!

Social Report:  Lorraine Smith reported on a great Halloween party last fall planned by LeAnn Fiser.  YMCA night did not happen this winter due to lack of help planning it.  The Ladies Spring Brunch, planned by Lorraine Smith, Jayme Ostroski, Brenda DuBois and Shawna Markman, on May 6^th was a great success and will be an annual event.  The Summer Kick-Off Block Party planned by Julie Lucas, Tammie Mason and Rana Elmburg was also a great time and may hopefully be an annual event.  Care’n’Share, organized by Lorraine Smith and held at her home, is an ongoing group that meets every Wed. at 9:30.  The group has been running around 4-9 people weekly, and Lorraine hopes with school back in session that numbers will increase.  It is being enjoyed by those that are participating currently.  Lorraine stated that she will be stepping down from the Social Chairperson position at the winter meeting.

Donna Jackson graciously agreed to take over the neighborhood welcome duties for new residents in Essex and Windsor.  Thank-you Donna!!  Devonshire is currently being covered in this area by Lorraine Smith, Shawna Markman, Brenda DuBois and Kitty Romano.
 

President’s Report:  Allan Hay reported that he will be working on a progressive penalty system for liens.   He stated that the Board needs to be more responsive to the neighborhood and that communication needs to improve.  He plans to set up rules and responsibilities for the each Board position.  He also plans to meet more as a Board with a pre-arranged schedule.  Allan proposed moving HOA meetings to 4x a year to prevent ongoing projects being dragged on for over a year!  He suggested that we find a new place to hold our meetings that might attract more people to come.  Tracy Rubis agreed to help Allan with other meeting locations.  Allan suggested the initiation of a monthly newsletter that would most likely be received online.  It could simply be labeled Graystone News and list neighborhood contacts, crime activity, a real estate welcome area, etc.  The website also needs to be managed by resident, who is willing, and updated regularly.  Shelly Lewis and Donna Jackson offered to help with a monthly newsletter.  A neighborhood trash pick-up plan is also a goal to institute to decrease garbage truck traffic in the neighborhood and the presence of garbage bins on the street. 

Meeting was adjourned at 8:45 PM, next meeting to be determined by the Board.