 | | Board
Meetings Minutes
Tuesday,
8 July 2003
In
Attendance:
Matt
Flanigan, President
Steve
Wheeler, Vice-President
Allen
Urban, Treasurer
Ricardo
Urdaneta, Director, ACC Chairman
Bob
Morin, Secretary
Ellie
Crump, RCS Management
The
meeting was brought to order at 7:30 PM, on July 8 2003. Matt Flanigan, President,
presided.
1.
Mat Flanigan, President:
a.
The April 2003 minutes were approved.
b.
Ricardo Urdaneta was voted unanimously onto the Board. He will serve as the ACC
Chairman. The Board is glad to have him, as he will fill the void left by the
sudden disappearance of the prior ACC Chairman. The ACC is still supported by
Terri Price (Vice Chairman), Juanita Wheeler (Member), and Alina Urdaneta
(Member). The Board then requested that the ACC Committee perform the second
walk-through within the next few weeks, to follow up on the discrepancies of the
earlier walk-through this year. This will be followed with getting our
management company to put out additional letters, so homeowners will have the
nice weather to correct any problems.
c.
Matt sent an invoice to RCS Management requesting compensation for the last
twelve month's of electricity and bulbs required to light up the Association's
Name/Display at the Alder Woods entry point. Matt will draft a memorandum of
understanding to capture the 'lighting' relationship between the owner of his
corner property and the Association. Basically, this relationship saves the
Association the expense of getting its own power meter, and related operational
expenses.
2.
Allan Urban, Treasurer:
a.
Allan led a discussion of where the Association's dues go and of how the
Association's revenues versus expenses appear to be in line.
b.
The Association is building up reserves in anticipation of long-range capital
repairs and improvements.
c.
Allen will check with the auditor for any guidelines on how much an HOA should
set aside for long-term and short-term savings, and what assumptions should an
HOA make about future capital reserves.
3. Steve Wheeler, Vice President:
a. The picnic went fantastic! There were 80
to 90 people, and lots of great food. The kids enjoyed the games, a lot.
Ricardo took photos, and Steve will post a few on the Association's web site.
Capital was expended for the two canopies and the tank of helium. There is
plenty of helium for the next year or two. Any Association member can use the
canopies - they are stored in Steve's house. They have screens, stakes, and
sand bags, and should last the Association for years.
b. Madison and Inova agreed to replace a
small quantity of trees. Madison recently did. Eventually, the Association
will be required to assume responsibility of a few trees on the common
grounds.
c. Madison recently reported that their bond
release is six months out, apparently due to slow paperwork on the County
side.
d. A traffic light is planned, for the
intersection of Rugby and Alder Woods, by the end of this year. Concrete slabs
for the corner utility poles, to support this light, are scheduled to be
poured in a few months.
e. Three ACC requests were received and
approved, with reservations. (Two fences and one patio.) Letters to the
requestors will go out on 9 July.
4. Ellie Crump, RCS Management:
a. No resident is a quarter past due on their dues.
b. The bank statements are in through June, and all
are balanced.
c. A CPA will perform a tax return prep and an audit
this Friday, 11 July.
d. No ACC inspection was done in the Spring.
e. The new management contract was brought to the
Board Meeting to be signed; it had been negotiated at the previous meeting.
The meeting broke up without signing the contract, as an over site. The
contract is anticipated to be signed and mailed over the next week.
f. Ellie may assign Rod Strawderman as RCS
Management's primary point of contact to the Association.
5. General.
a. The next quarterly Board meeting is scheduled for
7:30 PM, 7 October 2003, at Matt Flanigan's home.
b. The meeting was adjourned at 8:30 PM.
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