The meeting minutes for the July 10, 2001, meeting were reviewed. Colin made a motion to approve the minutes. Steve seconded the motion and it was unanimously approved.

Financial Review

Because the Association is on a quarterly basis, the next financial to be published will be the September 30, 2001.  This financial statement will be furnished to the Board as soon as it is available. 

Sherry Honour indicated that the Architectural Control Committee has performed the inspections and provided an inspection form for each lot within the community. Thereafter, the committee met and decided to have the Management Company send the letters to all owners that are not in compliance. She noted that the most common violation was storage of items under decks. Unkept gardens and yards was the second most common violation and trash cans stored in front of the house being the third most common violations. It was noted that some homeowners are placing their grass curbside prior to the pick up day, which causes the community to look unsightly.

Sherry asked questions as to the process and the legal authority to enter individual property to complete the inspections. Steve reviewed the process that is currently in place. He also recommended that each file be reviewed for modifications that have already been approved and compare this information with the inspections. If modifications have been made without prior approval, letters can be sent grand fathering the modification if it is in compliance with the guidelines. The letter will state that this is a one time approval and all future projects must be approved prior to the installation. Julie will provide violation letters for the Board’s review and create a table which compiles the information from the inspection. The Board will discuss the noted items for each lot at the next meeting and draft letters.

A discussion was held regarding storage under decks, yard maintenance, and gardens on lots and common grounds.

Sherry had had an altercation with a neighbor and therefore has resigned from the committee. Colin noted that because of Sherry’s resignation the committee is in need of additional volunteers for the committee. Craig suggested that a request be put in the newsletter for additional volunteers. In the event that additional volunteers are not found, Steve requested that Management provide a proposal for completing the inspections and follow up.

Steve reported that the County is about to finalize the bond release process, however, there are two remaining issues. The storm water management area needs to have a viable stand of grass and the concerns regarding the dissipation of the water need to be resolved. A determination needs to be made to see if the water is actually draining or just moving around in the detention area. Steve will have Mark look at the angle to ensue it meets with County requirements for drainage.

Steve also noted that several boards are missing, or need to be repaired in the community fence. He will have Madison Homes make the repairs prior to bond release.

It was noted that only two or three homeowners have not provided email addresses, as they did not have email addresses.

There was nothing new to report, however, Steve recognized that there have been many visits to the web site.

Craig recounted that he has made several attempts to contact contractors, however, had not been successful he suspects because it is a relatively small job. He requested that the Board provide a budget for this project. Matt made a motion to limit the project to $500.00, with the contractor to provide insurance, permits, and licenses. Steve seconded the motion and it was unanimously approved.

Steve indicated that he has scheduled a meeting with Mark Green to show him items that need to be clarified. Steve will report back on the status at the next meeting.

2000 Draft Audit

The 2000 draft audit was presented by Julie. Upon review, Colin noted that the calculations for the total aggregate reserve amount at year end for 1999, and 2000, in the notes of the audit did not match the numbers as per the financial statements. It was determined that this was most likely a misprint. Julie will check this and provide an updated 2000 draft audit at the next meeting.

Julie provided two sample draft budgets for the 2002 fiscal year. She indicated that these were draft numbers for the Board to review for the next meeting. Once the landscape contractor is determined, and the reserve numbers have been finalized, the budget will be recalculated and reviewed by the Board.

Smarter Growth

Steve reported that he had received information on Smarter Growth in the local area. The representatives for Smarter Growth are soliciting involvement from local communities. Steve felt that the homeowners association should not be involved as it was not in the best interest of the Association to do so. Matt made a motion to advise the Smarter Growth representatives that Fair Oaks Glen is not interested in becoming involved in their program. Colin seconded the motion and it was unanimously approved.

The next regularly scheduled meeting will be held on October 10, 2001, at Craig’s house.