Meeting Minutes for Southwood Association November Meeting
MEETING DETAILS:
Location: Southwood Clubhouse
Meeting Facilitator: Josh Donner
Secretary: Shari Boshart
Date: November 9, 2023 Time: 7:00pm
ATTENDEES:
Josh Donner, Curtis Adkins, Karissa Brown, Terri James, Paige Zamora, Shari Boshart, Katie Jones, Nila K, Maria B.
ABSENT: Kaci Behm
PREVIOUS MEETINGS MINUTES:
The minutes from the previous meeting were reviewed and approved
APPROVAL OF AGENDA:
The agenda for the meeting was distributed and approved
UNFINISHED BUSINESS:
Item #1:Tennis Court/Basketball Court
Details: 2 Basketball steel backboards and hoops have been purchased with plans to install before power washing and painting the Tennis/Basketball court.
Item # 2 Financial Report and Dues update
Details: Southwood financial report was reviewed. Dues update was presented by Karissa Brown (Treasurer). Outstanding payments were down to 26%. We will have another financial report done after the holidays.
Item # 3 Newsletters
Details: Paper newsletters will be mailed on a biannual basis, March & September. September 2024 Newsletter has been distributed. All meeting newsletters will continue to be available on the Southwood Neighborhood Association website.
Item # 4 Southwood Marketplace
Details: Southwood Marketplace is up and running on the Southwood website and several neighbors have taken advantage of the site.
Item # 5 Southwood Serpentine Wall
Details: Discussion on the condition of the serpentine brick wall surrounding the Southwood neighborhood. There are areas of crumbing wall within the neighborhood. In some cases trees maybe contributing to the crumbling. To further define property lines and identify responsible, all members agreed to get 1 property surveyed to identify property lines.-this process is ongoing
Item # 6 Clubhouse keyless door lock
Details: Clubhouse keyless door lock has been purchased and will be installed next week for the security and convenience of obtaining entry and locking after each rental.
Item # 7 Clubhouse rental agreements
Details: Clubhouse rental agreements will be going paperless with emailed contracts and electronic payment options. Southwood’s lawyer wrote of a new contract for us allowing us to be able to charge a credit if there is damage to the property.
Item # 8 Dues
Details: Karissa discussed adding credit card payment options for dues. The links will be added to the website. .
Item # 9 Upcoming Events
Details: Upcoming Southwood events are posted on the Southwood website under “”Events”. This continues to be a great success and per Facebook polling will be continued.
Saturday 12/9 Cookies with Santa @ 3pm with scratch art, ornaments, letters to Santa, Santa and elf with balloon arch for pictures.
NEW BUSINESS
Item # 1 Southwood Board Members. The following members were voted in for 2024
Josh Donner: President
Curtis Adkins: Vice President
Karissa Brown: Treasurer
Shari Boshart: Secretary
Kaci Behm: voting member
Terri James: voting member
Paige Zamora: voting member
Katie Jones: voting member
Molly Vanatta: voting member
Item #2 Southwood cell phone. Discussion regarding purchasing a Southwood cell phone for clubhouse rentals & Venmo account. Our Venmo account needs to be associated with a phone #, so instead of the account being linked to an individual members phone number, it will be linked to the association #. All members were in agreement to purchasing a cell phone.
Item # 3 Clubhouse basement. Discussion on having the clubhouse basement evaluated for potential rental and additional Southwood income. Also getting an estimate for installing an outside water source for future landscaping. All members were in agreement with the above.
Item # 4 Snow removal. Discussion on obtaining estimates for snow removal of the Southwood clubhouse parking lot and common area sidewalks. All members were in agreement with the above.
Item # 5 Dues Discussion on raising 2024 dues from $50-$75/year. The increased income will continue to support increasing inflation costs along with neighborhood improvements. The 2023 Financial update is available on the website. All members were in agreement with the above.
Item # 6 Clubhouse Katie will be taking over the clubhouse reservations and upkeep. She will be receiving $300 monthly for her services.
Item # 7 Tree Removal. There are several trees in the Southwood commons area that are in need of removal or trimming. No Limits Tree Service has provided an estimate for the above service and all members were in agreement for removal and trimming. Terri James has agreed to research options for replacing removed trees in the Spring. No Limits Day Rate is $2,400 + removing the ash tree and stump is $600 giving us a total of $3,000.
Item # 8 Clubhouse and Southwood entry landscaping. Discussion on using a local garden group for clubhouse landscaping in exchange for providing the clubhouse for meetings at no cost. Limits on entry landscaping were cost (approx $2400/entry) along with no outside water source at the clubhouse or entries. We will continue to explore options for landscaping. We did discuss holiday decorations for the entries and all members were in agreement for a $200 budget for Christmas decorations.
Item # 9 Ruth Hill Thanksgiving backpack program. Discussion on donating $300 for the Thanksgiving backpack program at Ruth Hill. This will provide thanksgiving meal items for those in need. All members were in agreement for this much worthy cause.
Item # 10 Playground Discussion on applying for grants, fundraising and obtaining donations for renovating the existing playground with new equipment and playground surface. All members were in agreement to research options for the proposed 2024 renovation.
ADJOURNMENT
The meeting ended at 8:00pm
Next Meeting: Thursday, March 18th-reminders will be posted on the Southwood Facebook page.
Minutes submitted by Shari Boshart
Approved by Karissa Brown