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Board Minute Summary NOTE: This is a summary only. Official Board Minutes may be obtained from the on-site office. Meeting was called to order at 7:30 P.M by President, Bob Wagenhoffer. Homeowner’s Forum Regular Session The Board reviewed and signed invoices as payment authorization. The Board reviewed and approved the proposed yearend general ledger adjustments conceived and provided by the Operations Manager. The Manager presented the financials, reserves, receivables and additional income accounts. The Board reviewed and approved the financial reports prepared for December. Temporarily closed regular session. Resident appeared to discuss architectural violation notice sent by association. The Board and Operations Manager helped this new property owner understand their responsibility to have newly installed exterior wood beams and associated lumber be reinstalled using correct type of lumber: rough sawn. The new owner with Realtor present understood and promised to comply. One resident made positive comments on the new additions to the community web site added by the Operations Manager. The resident also believes that the association should survey the balance of owners to discern how how many would be interested and willing to receive association mailings via eMail instead of by U.S. mail. The Manager mentioned that a similar idea was undertaken five years ago and was not successful since it was problematic due to potential recipients changing eMail addresses, using new eMail addresses, having full eMail boxes, and bounced back message attempts due to the recipient's employers firewall, etc. The Homeowner's Forum session was closed and the Regular session was reopened. The Board reviewed four separate property owner accounts that were in arrears 60 days or longer. The Board approved and directed that intent to lien notices be sent to each account, and that liens be filed if recipients fail to respond. The Board reviewed a written architectural request to make an addition to a rear patio area and to install a patio fence. No drawing, dimensions, or proposed materials information was provided. The Board noted that the request was in conflict with State Law that requires 2/3 affirmative vote by all owners before a Board could authorize one owner to expand their exclusive use property onto common area property. The Board voted to deny the request, but suggested further study of the proposed plan. The Board and Operations Manager discussed one particular exterior electrical service box that is located near to Buckboard Ct., and in the common area. The Manager explained that this was the responsibility of the association rather than the Edison Company. The Manager also said that he had acquired two bids for merely a new stainless steel enclosure, not for labor, and that price was between 3 and 4 thousand dollars. The Manager requested to know what the Board's priority was concerning this enclosure and the Board said they will inform him in the future. The Manager agreed that there was a slight possibility that our men could refurbish the exterior of the enclosure as they successfully did for the steel restroom stall dividers at the Park Lane pool facility last year. The Board reviewed the four page Maintenance and Repair Responsibility Matrix that the Operations Manager had conceived of and prepared. The Matrix consists of 3 pages of details and one page of defining notes. The Manager has posted this report Matrix onto the community web site. The Board made no notation of errors, omissions, or additions. The Board approved the Matrix report. The Board reviewed the idea first raised several months ago and placed on this month's agenda: Computer Data Back-Up System. The Board considered several alternative methods the Manager suggested. The Board ultimately approved the purchase of one commercial hard drive for $450. The Manager requested that the topic of replacing some two-way hand held radios be deferred to the next meeting. Board approved that request. The Board reviewed the topic that was raised previously and placed on this month's agenda: The replacement of one inoperative, non repairable miniature maintenance vehicle. The Board discussed the need and use, and the differences between an outright purchase and a lease. The Board authorized the Manager to acquire two said vehicles providing the combined lease monthly payment did not exceed $500. Monthly payment shall be applied to the Equipment Reserve. The Board reviewed the Manager's suggestion for a possible special projects hourly rate review, possible increase and possible addition of a fourth hourly category. The Board discussed the history of the program, the fact that prices have not been changed for approximately $20 years, and the increase in costs the association has inherited due to hourly wage increases, gasoline increase, etc. The Board approved the new category of handyman repairs that shall be billed at $20 per hour, and a new base fee of $25 per hour for general construction/maintenance type projects, and $30 per hour for both electrical and plumbing type projects. All pending POMS projects will be billed under the original lower hourly rate. The Board President distributed copies of a goal Matrix he conceived of for the association during 2010. This version had evolved over recent months as additions and changes were made by many. He noted in general that roof replacements and wood staining, barring any emergencies, should stay the primary focus for 2010. The Manager’s Report The Regular Session was adjourned at 9:15 P.M. The Executive Board session was called to order at 9:16 P.M. |
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