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      | Board Meetings Minutes
Anthony Baumgartner Colin Klett Patricia Mills Steve Wheeler Julie Thompson, Dominion Management Company The meeting was called to order at 7:35 p.m., by Julie Thompson, of Dominion Management Company. Approval of Meeting minutes The meeting minutes for the May 9, 2000, meeting were provided by Dominion Management Company. Upon review of the minutes, Colin motioned to approve the minutes as provided. Tony seconded the motion and it was unanimously approved. Financial Report Julie reviewed the financial statement for the month ending Mar 31, 2000. She indicated that a certificate of deposit had been secured as per the Board=s request. Old Business Landscape Maintenance Contract Steve provided an updated set of specifications for the landscape contract. Site plans with shaded areas were also provided. A discussion ensued relative to the site plans, and maintenance schedules. It was noted that Steve has spent a great deal of time on this project and has completed the project very well. Tony reported that he spoke to Lou. Lou indicated that he wants to maintain his own yard. Tony requested that this area be deleted from the RFP.
Julie provided that Green Enterprises has been performing the landscape maintenance absent a contractor contracted by the developer, Madison Homes. A short discussion was held and Tony motioned to contract with Mark Green of Green Enterprises for the remainder of the year. Steve seconded the motion and it was unanimously approved. Steve requested that Julie contact Mark to arrange an appointment for 4:30, Monday, July 18, 2000, at his house.
It was noted that the community entrance feature have been installed within the property lines of the homeowner of lot number one. Tony volunteered to seek written approval from these homeowners to enter their property to maintain the areas around the community signs. Tony will also request that the owners water these areas once the enhancements have been made. Architectural Control Committee Colin provided a brief update on the Architectural Control Committee. Colin moved to appoint the following members of the Architectural Control Committee: Sherry Honour, Terri Price, Godand Radhakrishnan, Alina Urdaneta, and Juanita Wheeler, with Sherry the Chairperson and Terri the Co-Chairperson. Tony seconded the motion and it was unanimously approved.
With his members are in place, and they have held their first meeting. The Committee requested that verbage be placed on the architectural application relative to second story decks where approval is sought with unfinished. In these situations, storage could be placed under the deck creating an unsightly appearance. Therefore, a caveat will be placed on the application indicating that in such cases, the owner would be requested to install screening. Another change to the application was recommended. The form should indicate that the property owner only acknowledges the application and does not approve by signing the application. If the neighbor has objections, they must put it in writing to the Committee. The Committee also provided a schedule for reviewing applications. The fourth Thursday of each month, Management will provide the Committee copies of all applications received. The Committee would review the applications and make a decisions. The Management Agent, would maintain all correspondence. The Committee will keep minutes of each meeting. Colin requested a listing of all applications received and approved to date. Basketball Hoop A discussion was held regarding the removal of the basketball hoop. Steve made a motion to send a letter requesting that the owner remove the basketball hoop within ten days, or it would be subject to County removal. Colin seconded the motion and it was unanimously approved. Legal Representation Julie provided a letter from Mays and Valentine requesting formal approval for legal representation. By executing this letter, the Association would not be obligated in any fashion for legal services, moreover, would have access to the attorneys at the prescribed hourly rate. After review of the documentation, Tony made a motion to execute the legal representation. Steve seconded the motion and it was unanimously approved. Bond Release Work The completion of the bond release work was addressed. The list of items to be completed was reviewed. It was determined that the County would be contacted to determine a bond release date. Request for Architectural Approval Sherry Honour, of 3724 Valley Oaks Drive, sough approval to install a patio and deck. Each board member was contacted individually. Tony moved to ratify the approval of the installation of the patio and deck. Colin seconded the motion and it was unanimously approved. New Business Meeting Cancellation Policy A discussion was held relative to the policy for canceling board meetings. It was determined that more time should be provided when canceling meetings. It was determined that on the first Tuesday of each month, a request for agenda items would be made via email. If there are no agenda items, a notice will be sent via email by the first Friday of the month, canceling the meeting. Management Company Steve indicated that he was concerned that he was not provided timely information relative to the specifications for the landscape contract. A conversation was held relative to ensuring that expectations are agreed upon to avoid future confusion. Newsletter The Board discussed the newsletter. Suggestions for articles were made with each Board member committing to articles. This newsletter should be published prior to the first of October to bring it to a quarterly publication. Web Site It was noted that no volunteers have stepped forward to create a web site. Additional inquiries will be made. With no other business to conduct, the meeting was adjourned at 8:57 p.m. |