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Meeting Minutes – Franklin Trace Board of Directors – July 11 2017

July 11, 2017 @ 6.30 PM
Location: Roberson’s Home

Present at meeting:

  • Ryan Roberson
  • Carlton Bale
  • Wendy Harlow
  • Rebecca Coats
  • Michelle Beatty –Kirkpatrick Property Managment

Not present:

  • Keith Pope

Guests at meeting:

  • Joey Myles
  • Sarah Myles

Ryan Roberson called the meeting to order at 6:35 p.m. Quorum was established.

The board approved the minutes from the 2017 Annual meeting; the minutes were approved with no objections.

2017-2018 Board of Director positions were proposed and agreed upon. Positions were confirmed as volunteered. The positions assignments are as follows:

  • Carlton Bale- President
  • Keith Pope- Vice President
  • Wendy Harlow- Treasure
  • Rebecca Coats- Secretary
  • Ryan Roberson- Member at Large
  • Sarah Myles- Ex Officio (non-voting)

The entire board received a BOD responsibility/commitment sign off form to review and sign, outlining the responsibilities of board members. All parties signed including Sarah Myles as Ex Officio Non-voting.

KMC did not have the financials for review due to the June report was not ready at the time of meeting. Financial will be sent to the board via email.

Wooden Farms development update: The June 21st meeting was postponed until July 19, 2017, Ryan asked the board if they should attend this meeting to get any questions that needed answered. Carlton said that it may be a good idea to attend for educational purposes, but that the previous critical concerns had been addressed by the Indianapolis and Franklin Township development requirements.

Discussion Items:

  • We have  still not received detailed quote from Pro Cut on the LED lighting. The scope is to include replacement of all fixtures at the entrance as well as additional fixtures along the walking path parallel to Southport Road.
  • Sidewalk Safety Issues:
    • Letters sent to all 8 homeowners with significant sidewalk buckling. KMC has placed all of the lots with sidewalk issues on “monitor” status and taking notes in the files when calls come in from homeowners when updated are given. This gives homeowners additional time to arrange repairs; these repairs will take longer to arrange than the typical 30 day cycle.
    • In most cases, sidewalk issues caused by tree roots. About 2% of trees are causing sidewalk issues. Trees sidewalks are the responsibility of the homeowner; these are not common areas.
    • Installation of root barriers and frequent trimming of trees will likely prevent future issues (if a tree is replaced.)
    • The community does provide trimming of the trees once every 2 years to maintain consistency across the community. The trimming is done by the HOA because tree trimming affects 100% of homeowners. Because the trees are not in common areas, homeowners can opt out of having their trees trimmed.
  • The brick entrance sign off of Southport needs to have the shrubs trimmed. The “Franklin Trace” lettering is no longer visible. The lighting also needs addressed (as previously noted.)
  • Homeowners are asked to be reminded that KMC cannot inspect behind houses, only from the road. Homeowners need to submit an official complaint and invite KMC onto their property to document issues such as homeowner pond bank maintenance issues.
  • Pond D easement access still needs to be addressed with a few homeowners; the easement is blocked by an adjacent fence. The easement is still in effect for the property.
  • The Stop Sign at Franklin Park facing South does not match other signs, Otto’s is replacing the post to make it the proper height.
  • Asphalt is falling apart on Southport Road; Michelle is going to work on this, there is a huge hole that needs addressed.
  • The sidewalk adjacent to Southport Road has significant buckling in a few areas. This is in the common area. Repair quotes have been initiated.
  • Special Guest Joey Myles- Brought up request for additional Solar panels. Discussed the requirement that panels should not be visible from the street.
  • Confidential portion of meeting without special guests covered issues with home-owner specific details: violations, payment of dues.
  • Meeting was adjourned at 8:00 p.m.
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