The meeting was called to order at approximately 7:03 p.m.

1. Adoption of Agenda: The agenda was approved as published.

2. Approval of Minutes: The summary of the May 26, 2010 meeting was approved. Note: The June 23 meeting was cancelled due to insufficient Board members to constitute a quorum.

3. Community Comments: None were noted.

4. Hearings:

1. a.No residents were scheduled for hearings.

5. Community Liaison Update:

1. No report—Gail was not able to attend the meeting.

6. Landscape & Grounds Committee Report:

1. Since the change in the Shenandoah manager for Chancery Park, the support has noticeably improved.

2. Damaged shrubs were identified for replacement. (An update wasn’t available at the July meeting).

3. Shenandoah completed the activities associated with the charge for $2714.79. The PVC drain pipe at Chancery Park Drive and University Drive had the pop-up emitter installed and the emitter is flush with the ground.

4. An email was received from the Ackerman’s regarding winter damage to trees behind their property line. Status not available at the July meeting.

5. An independent arborist inspected the tree which a resident claims is diseased. The tree was determined to be healthy.

6. Marlene said that Gail asked to determine the status of the fence and pergola painting for which a $2100 estimate was provided in March but not addressed. She also wanted to insure Shenandoah was maintaining the grass with summer heat in mind.

7. Communications Committee Report:

• Report. None.

• Chairperson. This position has been vacant and the committee defunct for over four years. The Board determined the committee should be eliminated and this item will no longer be carried. Mirga was recognized for maintaining the community web site. Although she will continue to maintain the web site until such time as she decides otherwise, Cardinal was asked to provide a quote for what they would charge to maintain the site should Mirga be unavailable.

8. Covenants Committee Report:Marlene Waldron provided the following comments:

1. Of the approximately 60 citations noted in the spring inspection, about 25 have been resolved.

2. Zoysia grass on Amnesty Place is not allowed and the owner was notified to remove and replace it with an acceptable grass. Zoysia grass is a creeping perennial grass native to Australia and Asia and is considered an invasive species in this area. Additionally, the neighbors will be advised that the grass is affecting their yards and the problem should be addressed. The first notification was sent in early June and a second was recently sent with no response received to date.

3. Residents on Excelsior Place using common areas for plantings have been advised that they need to submit a request stating they will accept liability and return the area to its original condition when they move or discontinue the use. Letters have been sent, but no response has been received to date.

4. Marlene described an incident where a person staying with a resident was very aggressive/hostile during an inspection. The homeowner has apologized to Marlene. Should this type of thing arise again, the inspector should walk away and call the police non-emergency phone. Identification to be carried by the CC members will be discussed at the August meeting.

5. The use of a camera by the CC to document violations was discussed. Photos have been provided at times and have been helpful. There were mixed feeling on how the community could react to having photos of their residence as well as the difficulty to depict all violations. Cardinal also said they have acquired software to incorporate photos in the violation tracking, but a cost structure hasn’t been determined. The CC will formulate a recommendation for using cameras and Cardinal will provide a cost for the photo incorporation service.

6. Examples of residents failing to correct problems or respond to notifications. Tracking of violations and follow-up letters will continue. There was also an example of a resident claiming they are being harassed—a follow-up letter will be sent; in another instance, a house treatment isn’t covered by the Guidelines—it will be referred to the Board.

7. Cardinal said that they make every attempt to reply to calls or correspondence within 24-48 hours. Emails or written correspondence is the most reliable means of communication since voice messages may be hard to verify or track.

8. Cardinal will verify/insure the correct version of violation letter is used. It should have a clearly depicted section at the bottom that clearly states that it should be signed and returned to Cardinal when the violation is corrected.

9. The CC has compiled a list of homes that have violations but no approved application on file. Some modifications were performed by previous owners and the new owner was not advised of the violation prior to closing. The CC was asked to provide recommendations on dealing with the violations.

10. An email was mentioned where a resident stated they would replace plastic edging with bricks. The modification was made without an approved application. The violation will be cited.

11. Pamela Estilow volunteered to be a member of the CC. The Board approved her membership and Simon will notify her of the approval and thank her for her commitment to the community.

9. Social Committee Report:

1. a.A little over $800 was spent for the end-of-school/summer party.

2. The Board discussed the need for a policy regarding expenditure of HOA fees for parties. It was determined that Angie Ackerman would be asked to:
   • Establish a Social committee comprised of at least three members representative of families with and without children
   • Lead the committee in the development of a draft policy for community events that are targeted towards both residents with and without children and that are advertised to all residents
   • Prepare a recommendation for the events to be conducted throughout the year and the recommended budget for the events.

10. Treasurer's Report:

1. The budget is on track/below budget for 2010 estimates and adequate for reserve funding, but no report was provided due to Irene’s absence.

11. Old Business:

1. Traffic Control. The city-installed two-hour parking signs went into effect in June. Randy will notify the City that one sign is now missing. Since school is out, the effectiveness of the signs is uncertain. Closed.

2. The sprinkler systems have been installed following some delay in activating the water connections and scheduling installation. The ‘aim’ of the sprinkler heads needs to be adjusted, especially in the duet area and the timing verified since some zones are running in the afternoon also. Cardinal will contact the sprinkler company. A set of the keys will be provided to Gail Wade and a set maintained by Cardinal. Cardinal and Gail will conduct a walk-through on the earliest mutually agreeable date.

3. City repair of public streets has been completed. Closed.

4. An update to the status of the School Street development wasn’t unavailable nor has there been any contact with the HOA and the developer during the past two months.

5. Performance by Shenandoah this past month has been good. Simon mentioned they need to be attentive to the mowing schedule to insure the grass is cut prior to going to seed.

12. New Business:

1. The Board decided that there should be a policy for social activities. See item 9b above.

2. The Board reviewed the available information regarding a resident’s request to waive late fees for dues that had been consistently paid late January to June. Cardinal will provide information to the Board on whether overdue notices were sent and how dues were previously paid.

13. Date of Next Meeting: The next regularly scheduled board meeting will be August 25, 2010.

14. Executive Session:

1. Cardinal hasn’t heard back from Act #4334 regarding correction of outstanding violations. Therefore, $10 per day sanctions will be imposed until the violation is corrected or for 90 days, whichever is less. Cardinal confirmed the notification was sent to the resident.

2. The hold on the Act #5001 citation was lifted and collection of the outstanding debt was initiated and the violation has been referred to legal.

3. Act #4013 hasn’t corrected their violations and $10/day sanctions went into effect February 14. The case was to have been referred to legal, but the report provided at this meeting indicates the case is NOT at legal. No funds have been received. Cardinal believes the case is with legal and that the resident was advised by certified/return receipt mail to pay within 10 days or they would be referred to the Credit Bureau following the May meeting. The latest/verified status will be provided at the August 25 meeting.

4. Act #4008 hasn’t paid their in-arrears account and was advised by certified/return receipt mail to pay within 10 days or they would be referred to the Credit Bureau. The account is with legal.

5. Cardinal verified Act #2026 has been referred to the legal department.

6. Act #5002 is 90 days in arrears and will be referred to legal and will be advised by certified/return receipt mail to pay within 10 days or they will be referred to the Credit Bureau.

7. There were no hearing notices to be reviewed for tonight’s meeting. Marlene said during the open session of the meeting that she would coordinate with Cardinal on recommended hearings for August.

15. Adjournment: The meeting was adjourned at 2110.