June Meeting Minutes

Warner Creek Board Meeting

June 8, 2023

AGENDA

Call to order

Attendance: Chris, Megan, John, Bob, Anh, Colleen, Larry (Resident), Stacey Sherrille (Compass)

Larry Pearlstein

Fee Fines Policy discussion, discussion about sign policy. Larry will send documentation to the board.

Approval of previous meeting minutes

Previous meeting minutes approved.

Presidents report

Discussion regarding how and when motions are brought back up.

Committees Updates

• Treasurer -- Colleen/Stacey

  • No major outstanding financial matters to discuss

  • Colleen - we need a motion to add to the budget room for weedkiller for the South Park

    • Bob makes motion to approve $500

      • Colleen seconds

    • Bob amends - add $250 for mosquito spray for the park (prior to August 5th event)

    • Bob - motions to approve $750

      • Colleen seconds

      • Motion unanimously approved

• ABR – John

  • No recent construction applications

  • Residential issues with parked trailers

• Welcome – Megan

  • No significant updates, welcome bags being delivered to new members

• Activities – Megan

  • New events

• Parks – (Bob)

New Business

ABR

• Size

  • Anh - Five members is not enough for unbiased decisions

    • 7 or 9 is better

    • Less than 10 so that a majority can be reached relatively quickly

  • John - concerns about non-votes holding up process

    • Leave voting open for 10 days to prevent people from being blocked out of voting (due to quick majority being reached)

  • Colleen - larger groups can get unruly in public setting

  • Megan - not opposed to larger group, sees the argument on both sides

    • Smaller group means people can be left out of voting if majority is very quickly reached

  • Chris - larger group prevents sharp skewing, we had a very large interest list in ABR specifically

    • Concerned people could lie and misrepresent their intent during selection process

  • Bob - Likely not to be any more fair at 7 vs 5

  • Stacey - vetting process that Anh mentioned is a great selection

    • Quick Google Form/quiz about bylaw knowledge

  • Anh motions to revise the size of the ABR to 7

    • Chris seconds

    • Colleen - it makes sense to first do the candidate outreach and then vote on this later, once we have a definite number of qualified candidates

    • Motion tabled

• Selection process

  • Bob proposed via email to drop Zoom requirement

  • Google Form was built in real time

Fence Policy

• Current Fence Policy

• Information from legal

• Fence policy proposed by John sent to legal

• Survey

• Community input

Summer meeting schedule discussion

Meeting is adjourned

March 2023 Meeting Minutes

3/2/23

Attendance: Bob, John, Eric, Megan, Chris, Stacey (Compass)

• Bob motions to set annual fees to $250 for this year

  • Costs have risen beyond last year, rapid inflation

  • Eric seconds

  • John suggests raising it an additional $25

  • Eric is concerned about the annual meeting not reaching quorum, with the absence of the discount

  • Chris wants to see if we can afford the $25 discount in light of the new Compass contract

  • Vote:

    • For: Bob, John, Eric, Megan

    • Opposed: Chris

  • Motion is approved

  • May 1st will be due date

• Annual Meeting tentatively May 4th

  • (3/16 Post-meeting note - Pittsfield Charter Township was unavailable on 5/4. The annual meeting is now planned to be held on 5/17).

  • Bob: Road construction presentation, asking if someone can research construction projects over the next year

    • John: Chris ask clerk’s office showing presentation on construction

    • Eric will reach out to Washtenaw Road Commission

  • Mention trash-can concealment policy

  • Research proposal for concrete sound barrier along Michigan Ave

Committees Updates

• Treasurer -- Colleen

• ABR – John

  • Stacey mentions that homeowner is requesting fence due to safety issue, proposes that this is a board issue and not ABR

• Welcome -- Megan

  • New resident, flyers, welcome packages

• Activities -- Megan

  • More updates closer to all of the events

• Parks (Bob)

  • Bob helped move branches that fell

  • Kids stood on toddler swings, broke, Compass took care of fix request

Approval of previous meeting minutes

• Bob motions, John seconds, voted for unanimously

Meeting adjourned by board

February 2023 Meeting Minutes

Warner Creek Board Meeting

Feb, 2 2023

AGENDA

Call to order

Attendance: Chris, Bob, John, Megan, Colleen, Anh

Absent: Eric (meeting conflict)

Approval of previous meeting minutes

• President

  • Discussion with legal date

  • Megan, Chris sent out survey results! Good work!

    • Survey feedback - was generally positive, one resident was concerned about data being shared with third party companies

      • All surveys were returned without any personally identifying information, so there wasn’t any mechanism by which data could have been leaked

• Per the advice of Compass, John proposes changing the number of board positions to seven

  • Bob seconds

  • Approved unanimously

• Chris/Megan need Compass to send notice when resident moves out and new resident moves back in, so email list can be updated

• Discussion regarding end of Compass contract:

  • Need to research alternative platforms to act as a self-managed resident portal, to share the workload

  • Compass doesn’t build their own platform, contracts the same platforms we can use

  • Need to continue with Compass through annual meeting

    • May 3rd is 90 days

    • Annual meeting prepped in April

Committees Updates

• Treasurer -- Colleen

  • New Budget - Compass didn’t send requisite information

  • Colleen is having to contact Compass 4 or 5 times in a row to get a response

    • (We the board forgot to send Stacey the Zoom link for tonight’s meeting)

    • Flag at crosswalk is in disarray, needs to be taken care of

• ABR – John

  • Would like to have trash container guidelines and pictures distributed to residents during next Compass email

    • We set a policy, we need to distribute this policy to provide guidance

    • Need a due date

  • Resident is requesting exception to trailer policy due to external parties requiring compliance

    • We don’t have an exception process in place

    • There is an explicit bylaw for trailers

• Welcome -- Megan

  • New welcome committee met with Liz a few weeks ago, have started work on sending out welcome packages

  • Need more information from Compass for regular roster updates

• Activities -- Megan

  • Many activities are planned! Committee met a few weeks ago

  • Easter Egg hunt, food trucks (7 scheduled), confirmation of garage sale weekend after Mother’s Day with other 2 subdivisions, Bear Claw Coffee Company will have a food truck for the garage sale!

• Parks (Bob)

  • Handicap swing to be installed

• Chris will take lead on getting annual meeting scheduled

• Bob motions to end