Minutes of 11.5.17 Board Meeting

Bentley Court HOA Meeting

Sunday, 11.05.2017

Meeting held at home of Greg Mills

Minutes recorded by Margot Diersen

Call to Order

Mills called the meeting to order at 4:30p.


Officers:  Greg Mills, President, Ron Polus, Vice President, Craig Eich, Treasurer & Margot Diersen, Secretary

Residents:  Dave Diersen, Liz Eaton, Gayle Johnson, Steve Johnson, Henry Malone & Joanie Meyer,


Minutes for 7.30.17 meeting approved by acclamation.

Financial Report

Mills has worked with PayPal to provide Bentley Court with a business account which will allow for paperless payments.  Additional info on using this option will be provided within the 2017 invoices.

Eich reported that the HOA current bank balance is $8,649.76 with an expectation of an additional $5,900 when 2017 dues are paid.

The financial report was approved by acclamation

Approved Motions


  • Motion by M. Diersen to create and support an HOA Document Advisory Committee chaired by Liz Eaton and assisted by S. Johnson, J. Meyer and R. Polus.  The committee’s task is to review HOA documents (Bylaws, Covenants, other pertaining documents) and report recommended changes to the HOA BOD.  There have been updates over the years, according to the BOD minutes, that have not been recorded and legal advice is needed to determine their legitimacy.  Motion seconded by Mills, approved.
  • Motion by S. Johnson for Mills to make arrangements for installation of solar lighting along the front fence line, as well as installation of a bench for seating  (primarily for students waiting for the school bus), and a live stream video camera (to be accessed only by residents) to monitor the front entrance 24/7. Motion seconded by Meyer, approved.
  • Motion by Mills to contract the repair of the front exterior fence where it is leaning due to deteriorating fence posts.  Motion seconded by M. Diersen, approved.



  • A lengthy discussion was held regarding the bylaws and covenants including the occasional lack of adherence over the years.  It was decided to take steps to educate residents who are currently out of compliance and to encourage them to make needed changes.  This discussion also led to the formation of the HOA Document Advisory Committee.  
  • A discussion was held regarding the advantage of having an attorney who is well-versed in the complexities of an HOA.  It was decided to start with asking the City Recorder which local attorneys he/she recommends.  It was not decided to change attorneys but rather to look into the possibility of a change.
  • A discussion was held regarding the retaining wall and its stability.  It was suggested that an insurance company provide us with a quote for its coverage.  Mills requested that Eich provide him with a copy of both the HOA and BOD insurance documents.  
  • Mills provided considerable information regarding various digital enhancements for homes that would provide top-of-the-line security.
  • A lengthy discussion was held regarding voting proxies and the various hurdles they entail.  Again, the need for the HOA Document Advisory Committee.
  • Mills suggested adding information on our BentleyCourt.Wordpress.com page wherein residents could provide referrals for various contractors/businesses whom they have personally employed.  This could include roofers, house cleaners, caterers, handyman, babysitters, etc.


The meeting was adjourned at 7:30p on motion by Polus seconded by Eich, approved.


Stamp Out Hunger – May 14th

On Saturday, May 14th, 2016, local letter carriers in Monroe County will once again be collecting food for Hoosier Hills Food Bank through the Stamp Out Hunger food drive.
Stamp Out Hunger is the food bank’s largest annual food drive and provides an important source of non-perishable donations to support the nearly 100 food pantries, kitchens, shelters and youth programs that obtain food from HHFB.
Donating is easy. All people need to do is place a non-perishable food donation by their mailbox on Saturday, May 14th. Their letter carrier will collect it for the food bank.

– Canned meat (tuna, chicken, beef stew, etc.)
– Canned fruit
– Canned vegetables
– Juice & juice boxes
– Cereal

– Expired food
– Open packages
– Perishable food
– Glass jars

Officers and Roles

A few owners have emailed asking what do the officers do in the association. Here are some guidelines.


  • First and foremost, the Treasurer is in charge of all association funds. This would include overseeing the billing to owners, collections, and the disbursement of all Association funds. As part of their duties, the Treasurer will present a proposed operating budget and reserve allocations and throughout the year the Treasurer will also monitor the budget. The Treasurer would also be involved and oversee year-end reporting to the IRS and Indiana Secretary of State with assistance from legal and accounting counsel. The Treasurer’s position is probably the most active and most time consuming. The Treasurer should have at least some knowledge of simple bookkeeping.


  • The President is the presiding officer and makes effective decisions for managing the day-to-day operations of the Association. These operations include meeting or engaging vendors, contractors and other professionals and putting various contracted services and items out to bid and the monitoring of those services. Additionally, President opens the meetings, establishes the schedule of the meeting, and coordinates the subject matter of the agenda. 

Vice President

  • The Vice President assumes and performs the duties and responsibilities of the President during the President’s absence. The Vice President may also be asked to oversee and be in charge of any special projects for the Association. However, whatever the case, the Vice President should remain flexible, ready to pitch in, not only in the President’s absence but in whatever capacity that can contribute to help keep things operating smoothly.

Each Officer should have a place on the Agenda for Reports of the Officers, and for their report they will detail the activities of their position at each Association meeting.