Agenda:

BWCA MEETING AGENDA

6:30 pm

9/13/2023 IN PERSON MEETING at Brookside City Park

Board Members 

Lisa Jolley, President
Valerie Belkot, Immediate Past President
Jen Whitehurst, Vice President
Lindsey Barbee, Welcoming Committee
Joe Freeman, Member at Large (Landscape)
Fumi Ariga, Member at Large (website)
John Chartkoff, Member at Large (block watch)
Titus Chang, Member at Large
Ken Graf, Treasurer
Keri Dana, Secretary
Gerry O’Shaughnessy, Welcoming Committee

Agenda:

1. Officer Tim Montgomery if available

2. Review of Financials and Dues update-Ken

3. Review of Meeting Minutes from last meeting--Keri

4. Neighborhood watch update: John Chartkoff

5. Voting in new Board Members

6. Review Mailbox project

7. Review Sidewalk repair project

8. Review lighting in small park project

9. Discuss painting of entrances-Melinda and Keri

10. Discuss irrigation system-Joe

11. Other updates

Adjourn

Location: 2230 Viburnum Ln, Columbus, OH 43235

Minutes

In attendance:

Ken Graf, Lisa Jolley, Joe Freeman, Keri Dana, Jen Whitehurst, Fumi Ariga, Melinda Norfleet, Peggy Nemeth-Wright, Frank Holtzhauer, Pat Henahan, Geri O’Shaughnessy

1. Ken reviewed financials-he opened two CD’s and board approved another 10k to be put into another one; only 65% of households participated in dues; savings account has a little more money than the operating budget; Ken reported expenses are lower this year due to credit from Proscape but that Proscape is most of our budget expense

2. Lisa discussed open board positions (President and Vice President); Joe, Fumi, Ken and Keri will stay on in their positions; Geri volunteered to help Lindsey Barbee with welcoming committee; Lisa will stay on as Past President; we will continue to work on finding board members by end of October, as we will need a transition period for them to officially start Jan.1 2024; also discussed flyers being delivered about open positions-Melinda volunteered to create flyers and Peggy volunteered to help distribute; Lisa also reviewed the BWCA charter and discussed her additional roles and responsibilities of being President, such as reviewing budget with Ken, ensure contracts are up to date, coordinate with Fumi on website, answer emails from neighbors, schedule meetings, etc.; according to charter, association must have 6 board members with a Pres, VP, Secretary and Treasurer

3. Melinda reviewed update about entrances; discussed painting signs with updated colors-she will send paint schemes to board for approval; Keri volunteered to help Melinda paint them; Lisa said to let her know if we need money for the paint; Melinda will also work with Joe about getting Proscape to remove any trees blocking sight from Snouffer entrance

4. Pat Henahan discussed meet and greet with police officer Timothy Montgomery—maybe at the park-she will touch base and get some dates and times

5. Lisa reported Brookside Bash was a success—do we want to do it again, maybe Fall and Spring?

6. Next meeting will be held in September-Lisa will schedule

7. Joe said a city employee damaged the irrigation system in the in small park- Pat will reach out to contact at city to see if they can come fix it

8. Ken reviewed possible projects for the neighborhood:

   1. Mailbox replacement using Cedar Craft; discussed giving residents who paid dues, $50 rebate

   2. Sidewalk grinding to make all sidewalks level; Pat said she will find a contact at city code and enforcement because it should be city’s responsibility

   3. Updating lighting in small park—do we want to replace it, modernize it? Joe and Ken will work on getting info about this

Adjourned 8:42pm

Board Members
Lisa Jolley, President
Jen Whitehurst, Vice President
Lindsey Barbee, Welcoming Committee
Joe Freeman, Member at Large (Landscape)
Fumi Ariga, Member at Large (website)
John Chartkoff, Fearless leader of our block watch
Titus Chang, Member at Large
Ken Graf, Treasurer
Keri Dana, Secretary

BWCA Meeting Agenda
ALL RESIDENTS ARE INVITED!
Wednesday--3/22/23
In person meeting, Lisa Jolley’s home, 2230 Viburnum Lane
7:00pm to 8:30pm

Agenda:

1. Review of Financials-Ken

• New landscaping estimate--Joe

• Sign update-Ken

• Due Campaign

1. Approval of January minutes

1. Discussion regarding entrances-Melinda Norfleet

1. Neighborhood watch update: John Chartkoff

1. City Park—planning update: John Martin

1. Update from welcoming committee –Lindsey

1. Final plan to implement walk through the neighborhood regarding survey and fees and assignments:

1. Lakebrook-Keri

2. Thistlewood Court-Jen and Melinda

3. Maple Brook-Joe and John

4. Viburnum Lane-Lisa and Fumi

5. Fernleaf-Lindsey and Ken

1. Other updates

Board Members

Lisa Jolley, President
Jen Whitehurst, Vice President
Lindsey Barbee, Welcoming Committee
Joe Freeman, Member at Large (Landscape)
Fumi Ariga, Member at Large (website)
John Chartkoff, Fearless leader of our block watch
Titus Chang, Member at Large
Ken Graf, Treasurer
Keri Dana, Secretary

BWCA Meeting Agenda
ALL RESIDENTS ARE INVITED!
Wednesday--3/22/23
In person meeting, Lisa Jolley’s home, 2230 Viburnum Lane
7:00pm to 8:30pm

Meeting Minutes

Review of Financials-Ken

• Reviewed summary of year end spending-total was $26,606; $2000 short of spending due to increased costs and trimming of trees in small park. 299 households with 70% paying dues, we are about 10% short. $10k in savings. 2022 dues income was between $24, 500 and $25, 000.

• Costs will be going up for diesel charges

• Need landscape budgets on spreadsheet

Discussion regarding entrances-Melinda Norfleet

• Landscaper Mark did a great job trimming up trees at entrances

• Melinda suggested get photos of entrances and talk about color schemes; painting, uplighting;

• Solar powered lights at Thistlewood entrance aren’t very bright

• Light was fixed at Snouffer entrance

• Can vegetation at Lakebrook and Snouffer be cut back-who owns it?

• Can we put a mirror somewhere on that corner?

• 3 meters in neighborhood that board pays

• Upgrading meters-would have to talk to Royce and city to separate meters

Neighborhood watch update: John Chartkoff

• Car stolen in neighborhood

• People driving too fast down Oakfair; can we request a digital speed monitor to put in the neighborhood-Jon will call 311 to request one; will it collect data to justify putting in speed bumps?

• Newsletter item: Link for neighbors to report speeding vehicles

• Hit and run with mailbox on Maplebrook

• Ask city if we can put ‘No Parking’ signs on one side of street—it could be a safety issue I.e. ambulances/fire trucks/buses

• Newsletter item: Gentle reminder about parking on street due to safety concerns

Neighborhood bows

• Purchase new ones that are the same?

• Responsibilities

• Dave took over bows 2 years ago-replaced bows then and some this year

• Bow system: starting date, ending date; can ask for volunteers

Brookside Wood Street Signs

• Previous member tried to replace all signs but was too expensive

• Neighbor called Cedar Craft Products—installed cost $920 per post (17 posts); city has to come and attach street signs

• City would replace them but they would be metal

• Motion to replace wood signs-Ken, Melinda seconds; motion passes; John will call city to find out if we can replace metal sign; John Martin will call Cedar Craft to order post

Dues campaign:

• Lisa handed out talking points for board members when going door to door

• Fumi can set up website so neighbors can pay dues on there; there is an option to auto-renew (when site is ready for Membership feature)

• Include a list of services and resources on the website

• Treasurer will keep neighborhood directory

• Melinda will do dues Facebook post and make flyer w/QR code

• QR code can have link to google form that will go into spreadsheet

• Note that neighborhood will not share information

Greeting and Inviting Neighbors

• Make sure they are up to date of fees and to get involved:

  • Lakebrook-Keri

  • Thistlewood Court-Jen and Melinda

  • Maple Brook-Joe and John

  • Viburnum Lane-Lisa and Fumi

  • Fernleaf-Lindsey and Ken

  • Assign other streets

Other Updates

• City park –John Martin talked to Columbus Parks & Rec-they are willing to do 4 or 5 park clinics through “Center Without Walls” program (Community Day in early spring March to May 2023)

• Pickleball / Tennis / Basketball court

• Arts and crafts

• New soccer net

• Will research activities to put on flyer

• Little Library –Newsletter item? Bring books

• Rental properties: 5 homes; 2 on Fernleaf; 1 on Lakebrook

Zoom Link
Meeting ID: 739 182 1184

Minutes

Meeting Minutes

Board Members Present:

• Lisa Jolley, President

• Jen Whitehurst, Vice President

• Joe Freeman, Member at Large (Landscape)

• Fumi Ariga, Member at Large (Website)

• John Chartkoff, Member at Large (Block Watch)

Community Members Present:

• Melinda Norfleet

• Ken Graf

• Kari Gianangeli

• Bonnie Kavicky

Board Members Not Present:

Lindsey Barbee, Treasurer Jeremy Hendricks, Secretary

Minutes: January/February minutes to be approved during next full board meeting

Financials: Group reviewed treasurer’s financials. Joe moved, John seconded, and board voted to approve the Budget as it stands.

As of end of February, 146 or 48.8% of houses have paid dues. Printed dues letter to be distributed in March.

Garage Sale: Kari G. and husband have volunteered in past. Bonnie reached out to ask whether Brookside Woods will have a garage sale in 2022. BWCA to survey community shortly to gauge interest. BWCA might designate a weekend for neighbors to hold garage sales, however 2022 event might not require as much organization (traffic directing, porta potties, etc.).

Entrances: Proposed project scope: Landscaping improvements (all entrances), new signs (161 entrances), sign touch-ups (Snouffer entrances).

Melinda has obtained written permission from 5/6 neighbors who live near entrances to do landscaping improvements.

Melinda is still looking for a neighbor experienced in landscape design who could design plans. Do any neighbors have experience in landscape design or know someone who could help with plans?

Melinda to submit written good- better-best plans/budgets for BWCA / neighborhood to review and consider

Looking forward: Discussed a potential fundraising campaign to fund improvements; a neighbor who works in landscape provided quotes for removal, might be able to order plants at cost

Block Watch: John received a question about what BWCA does to notify residents of urgent safety issues? Group discussed that urgent safety information is generally available to members of the public via public entities; in event of an emergency related to neighborhood security BWCA will call a special meeting to decide whether to share information with neighbors via email.

Thank You: Thank you to the residents who cleaned up 161 last weekend! It looks great!

Website: Fumi to continue to build out website with meeting minutes and will convert newsletters online

Decision needed regarding whether to activate the members’ section (password- protected for dues-paying members). Lisa motioned, Jen seconded, and board approved activating the members-only section

Discussed communication/distribution plan for neighbors who have already paid dues in 2022 •

GARAGE SALE:

Aft er a board meeting on April 5th it was decided that the neighborhood garage sale will be held May 13-15th from 9-4 each day but there will be no redirecting of traffi c or any porta potties. For a neighborhood garage sale, there is no permit requirement, with the following restrictions:

• no more than 2 neighborhood garage sales per year

• sale cannot last longer than 4 days.

WEBSITE:

It was also decided that we will postpone launching the password protected portion of our website

until next year.

SECRETARY POSITION:

Jeremy has withdrawn as our secretary so we are in desperate need of someone to step up into this position to help manage our meeting minutes as well as communication with our residents. Anyone who is interested in the secretary position or any other board position should reach out to me. See contact information on the first page of this newsletter.

BROOKSIDE BASH:

Also the neighborhood bash will be coordinated according to positions that need to be filled. See the next page of this newsletter for details of positions that need to be filled by volunteers to make this event happen. You will also find a list of needed items for the event. Our goal is to have a committee who would put together the upcoming neighborhood bash.

Agenda

• walkthrough

  • Cart

    • due options

  • Calendar Events

  • Minutes

  • Woods Lore

• strategy

  • purpose: web / social / email

  • open Members area

Our next board meeting is Jan 10th, 2022 at 7:30PM

Zoom link

As always, all are welcome! We hope to see many of you on the call!

Meeting Minutes

Board Members Present on Zoom call:

• Lisa Jolley, President

• Valerie Belkot, Immediate Past President

• Jen Whitehurst, Vice President

• Lindsey Barbee, Treasurer

• Joe Freeman, Member at Large (Landscape)

• Fumi Ariga, Member at Large (website)

Community Members Present:

• Peggy Nemeth-Wright

• Patty Holtzhauser

• Melinda Norfleet

• Titus Chang

Board Members not present:

• John Chartkoff, Member at Large (block watch)

• Jeremy Hendricks (secretary)

Melinda: discussed three different levels of entrance work to improve the three entrances to our sub. She was looking for neighborhood help in possibly working to improve and plant in the future. She has received one quote for clearing out dead bushes and cleaning up beds of $7-$9,000. Patty offered assistance to help connect with other folks. We will await a formal proposal before moving forward. We will need buy in from all entrance property owners before we can move forward. We will need a possible 1,3,5 year plan on maintenance as well since we already have a company that takes care of all entrances and lawns. If we should decide to move forward, we will need to ask neighbors to consider an additional amount to cover these extra expenses.

Lisa Jolley and Jeremy Hendricks were voted in as President and treasurer respectively, , Jen moved, Lindsey seconded all approved

December 2021 minutes were approved, Lisa moved, Jen second.

Lindsey shared Treasurer’s report

$24,665 in checking

$5,038 in savings

Dues notices will be going out shortly digitally. We encourage all neighbors to get your dues in as soon as possible.

Landscaping-Joe: no update

Fumi agreed to consider creating a page on our website for the landscaping of our entrances once we have more information. Fumi gave overview of our website including current blog, dues, calendar and such. Executive committee will be gathering via Zoom in February for further training. 

Peggy will work with Board members and with Jeremy Hendricks for the next meet your neighbor section. Jen will help advertise to our Facebook friends that want to be included as services such as lawn, babysitting, dog sitting, notary.

Doris Knuth has been asked to supply the board with a list of all new neighbors from 2021 that she has greeted.

Valerie has agreed to stay on with the Northwest coalition and keep us updated.

Lisa moved and Jen seconded and executive committee moved to accept Fumi Ariga as a member of large.

Adjourned at 8:31 following a short executive committee meeting.

Next full board meeting will be March 7 via Zoom at 7:30pm

2022 Board Meetings will be via ZOOM until further notice

• March 7, 7:30pm

• May 2,7:30

• July 11, 7:30 due to 4th of July

• Sept 5, 7:30

• Nov 7th, 7:30

Join Zoom Meeting

https://us06web.zoom.us/j/7391821184?pwd=UDFiaExST3ZzOUZHOVRuc0s5MGJldz09

Meeting ID: 739 182 1184

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Meeting ID: 739 182 1184

Hello Neighbors,
Tonight we will hold the swearing-in board meeting we discussed two weeks ago. As of right now, we have not had anyone volunteer to join our Civic Association Board. It's not too late! If you would like to join the board, we welcome anyone who would like to be an active member of this community.

As of right now, we plan to rearrange some positions and will proceed with the following changes to the board positions. These positions will take effect Jan 1, 2022:

President - Lisa Jolley
Vice President - Jennifer Whitehurst
Treasurer - Lindsey Barbee (No Change)
Landscape - Joe Freeman (No Change)
Block Watch - John Chartkoff (No Change)
Secretary - Open

All neighbors are welcome to attend tonight's meeting, but only board members can vote.

Zoom meeting link
December 13, 2021 at 7:30PM
Meeting ID: 739 182 1184

Thank you to everyone who has given their time and effort to the Civic Association.

Cheers,
Brookside Woods Civic Association Board

Meeting Minutes

Meeting MinutesW December 13, 2021

Board members present: Valerie Belkot, Jen Whitehurst, Joe Freeman, John Chartkoff
Board members absent: Lisa Jolley, Lindsey Barbee
Community members present: Fumi Ariga, Peggy Nemeth-Wright, Patty

Purpose: Vote to fill board seats as follows

• President: Lisa Jolley

• Vice President: Jen Whitehurst

• Treasurer: Lindsey Barbee (No Change)

• Secretary: To be filled

• Block Watch: John Chartkoff (No Change)

• Landscape: Joe Freeman (No Change)

Board members present swore in Jen as vice president (Val, Joe, John voted in favor, Jen did not vote)

Discussed upcoming business for January 2022 board meeting:

• Vote in Lisa as President

• Discuss BWCA succession planning

• Discuss website

Additional notes:

• Board looking for a social events planner in 2022, to help plan, brainstorm, and coordinate community events

• Val will continue on as the Far Northwest Coalition Board member and report back to the board, she is committed to meeting every other month and reporting back to the board

Hi Neighbors,

Please join us tonight at 7:30 PM for a special Board meeting via zoom to hear about the Brookside Woods Civic Association and the open board positions for 2022.

Join Zoom Meeting

Board Meeting Minutes

Jen Whitehurst, BWCA Secretary

Attendees:

Valerie Balkot, President
Lisa Jolley, Vice President
Lindsey Barbee, Treasurer
Jen Whitehurst, Secretary
Fumi Ariga
Peggy Nemeth-Wright
Jodi Allinder
Joe Obergfell
Kari Riskedahl
John Chartkoff

March Agenda

• Consider recommendations from Neighborhood Task Force regarding neighborhood improvement project(s)

  • Push that item to the next meeting

  • Water meter: Think it went up in the summer for watering and then back down after the summer months. Think the charges were correct

• Lindsey – Dues campaign

• Approve budget

• Discuss graduation activities: Neighborhood
  graduation sign, neighborhood graduation
  parade

• Woods Lore

Finance Updates

• Dues Campaign Update: So far 67% of homes have paid, 199 houses have paid as of now. A couple people paid double dues. More than one person made a general donation, saying it was a tough year and wanted to make a contribution to the neighborhood in general

• Budget: Board approved budget.

Graduation Updates

Board voted to do a neighborhood high school graduation sign and a graduate parade in 2021. A community member believes that we can get sign for half the cost paid in 2020. Board to create a subcommittee of parents of graduates and community members to organize parade. Woods Lore to include an invitation to parents to reach out to Board via email if family has a graduating senior this year.

Block Watch Update

Car break-ins happened in colder months; John will write a Block Watch summary for the Woods Lore

Woods Lore

• Discussed items to include in the next issue of Woods Lore:

  • Budget

  • Dues Overview: Detail what dues cover; for example, snow plowing, landscaping, etc. ; More than one person made a general donation, saying it was a tough year and wanted to make a contribution to the neighborhood in general

  • Graduation: Add to Woods Lore an invitation to reach out to Brookside Woods email if you have a graduating senior, and want name to be on the sign and/or want to participate in the parade brooksidewoodscolumbus@
    gmail.com

  • Include info about neighbors who provide following services: handymen, babysitters, lawn mowing, dog walkers, snow shovelers, etc. Send an email to brooksidewoodscolumbus@gmail.com

  • Block Watch update – John will draft for the newsletter

Our Next Board Meeting will be Monday, January 11th at 7:30PM. The meeting will be virtual and held on Zoom.

Agenda:

1. Vote/Swear in new Secretary - Jen Whitehurst

2. Finances review of 2020 and approve budget for 2021

3. Motion to move some funds from checking to CapEx Savings

4. Review notes from committee regarding what needs support over next few years - entrances, signs, etc.

5. Include graduation signs in 2021 budget?

6. Dues Campaign/Timeline

7. Landscaping Updates
   - Leak at park
   - Light at entrance

8. Block watch update 

Topic: BWCA Meeting

Time: Jan 11, 2021 07:30 PM Eastern Time (US and Canada)
Join Zoom Meeting
Meeting ID: 739 182 1184
Passcode: BWCA

Hello Neighbors,

Our Next Board Meeting will be Monday Sept 14th at 7:30PM. This meeting will be virtual and held on Zoom.

Topic: Brookside Woods Board Meeting

Time: Sept 14, 2020 07:30 PM Eastern Time (US and Canada)

Join Zoom Meeting

Zoom Meeting Link

Meeting ID: 850 4604 1852

Passcode: 725021

Draft Agenda:

1. Reading Minutes from July Meeting

2. Finances

3. Landscaping

4. Block Watch update

5. Open Board Positions

6. Adjourn

If you have additional topics you would like to add to the agenda, please reply to this email. Thanks. Sincerely, Brookside Woods Civic Association

Come and chat about stuff that’s going on.