Board Meeting - April 9, 2014

posted Apr 20, 2014, 9:17 PM by Oak Meadow Administration   [ updated Sep 5, 2014, 9:37 AM ]
The meeting was called to order at 7:11 PM. Members in attendance included: Jesse Olson (president), Nicole Otterson (communications), Jodie Johnson (events), Sachin Tuli (membership), and Casey Poole (treasurer). 

The Board reviewed and approved notes from the Fall annual meeting.

New Business

Casey reviewed the financials. Key discussion items included:
  • Park Turf Restoration. In 2013, we split the cost with the City because the park was aerated and seeded per our request. The group discussed this year’s status. Since park maintenance is the City’s responsibility, Sachin said that the City should be responsible this year. We’ll watch to see if fertilization needs to be done again in the future.
  • Landscaping
    • Olson Toon Landscaping is our current neighborhood landscaper. We received an estimate for the 2014 season. Sachin will request an itemized estimate on planting more of a variety of colorful plants in the median entrance on Oak Knoll and Nobel. He will also ask for an estimate to provide plantings in the ‘triangle area’ on the path near Capital Heights.
    • Sachin will request a competitive bid from Nicholson Custom Works to compare.
  • Rain Garden Maintenance
    • We received an estimate from Nicholson Custom Works for the 2014 rain garden maintenance. Sachin will request specifics on what is included in the maintenance.
    • Sachin will request a competitive bid from Olson Toon to compare.
    • Nicole received an email from a fellow neighbor wanting to thin out native WI plants from their personal rain garden; she will forward to Sachin to respond.
The Board discussed welcoming new neighbors to Oak Meadow. Sachin will stop by to introduce himself and to give them a handout with links to the website and Facebook group. He’ll also ask for their email address so they can be added to the Oak Meadow database. If you’re new to the neighborhood and haven’t received this welcome, please contact Sachin at

Nicole will work with Jodie to update the Oak Meadow database, with neighbor input.

Discussions occurred regarding upcoming events for the year:
  • Neighborhood Garage Sale. Nicole will send another email about the sale, which will occur April 24-26.
  • Spring Egg Hunt. RSVP’s are due on Friday for the Spring egg hunt. Nicole will send an email reminder.
  • Spring Clean-Up. Volunteers have committed to the clean-up (to remove invasive plants and trees). They’ll get together when the weather warms up. An email will be sent when the date is firmed up. If the estimate from Olson Toon (for planting more of a variety of colorful plants in the median entrance on Oak Knoll and Nobel and in the ‘triangle area’ on the path near Capital Heights) is too high, Sachin will ask volunteers if they would be interested in planting as well.
  • Progressive Cocktail Party. The third annual progressive cocktail party has received the needed host volunteers. They will work together to pick a date and time and will let Jodie know. 
  • 4th of July Bike Parade. The neighbor volunteers who are organizing the Spring egg hunt would also like to organize a 4th of July bike parade. Jodie will coordinate. 
  • Movie In The Park. Jodie will line up food carts and gather a movie list. Tentative date is September 13.
If you’re interested in organizing your own party and want to invite fellow neighbors, please contact Jodie at – she can send an email on your behalf.

Discussions occurred regarding reminders for neighbors:
  • Neighbors are reminded to clean up after their pets on sidewalks, walking paths, and yards (per City Ordinance 56-75) and to not have pets loose in the park (per City Ordinance 56-74.7). Pet Info FAQ
  • Neighbors are reminded that refuse and recycling carts cannot be stored in the front yard or side yard setback (per City Ordinance 70-92). 
  • Neighbors are reminded that the speed limit within Oak Meadow is 25 miles per hour (per City Ordinance 68-183). Nicole will contact the City to request enforcement on speeding within the neighborhood. 
  • All houses should have an Oak Meadow mailbox (per Covenant 4.08). The Board will take note of noncompliant boxes at the next flyer distribution.
If you’re aware of a neighbor that is noncompliant with a City Ordinance or the Oak Meadow Covenants, please speak with the neighbor or contact a member of the Board.

The next meeting is tentatively scheduled for Thursday, June 5 at 7:00 PM. Agenda will include accepting landscaping and rain garden contracts, 4th of July Bike Parade, Movie in the Park, and planning for the Fall Annual Meeting (date – most likely October vs November to accommodate ‘snowbird’ neighbors – and location TBD).

Meeting adjourned at 8:09 PM. Minutes taken by Nicole Otterson.