The meeting was brought to order at 7:30 PM, on 15 April. Matt Flanigan, President, presided. The minutes of the previous Borad Meeting were approved and posted.

1. Matt Flanigan, President

a. The 2004 Annual Meeting minutes were approved and posted.

b. Matt was please with the attendance of last month's Annual Meeting. 

c. At At the Annual Meeting, homeowners were voted into the open Director positions. At this Quarterly Meeting, Matt and Rod managed the nominations and voting required every year to fill each management slot with a Director. The incumbents retained the same positions held in 2003, with the exception of Andy, who was just voted in as a Director last month. The 2004 roster remains: 

- Matt Flanigan, President

- Steve Wheeler, Vice President

- Allen Urban, Treasurer

- Ricardo Urdaneta, Director, ACC Chairman

- Bob Morin, Secretary

- New for 2004 - Andy MacLean, Alternate Director

 

2. Allan Urban, Treasurer:

a. A few months ago, we received a Notice of Levy from the IRS. We filed a Form 1120, for Corporations, as we were supposed to. It went in on time. Someone submitted a late Form 1065, using our tax ID number. Due to FOG correspondence to the IRS, through our CPA, Jim Daly, we do not have to pay a $300 late payment fine. We still may need a new Taxpayer Identification Number.

b. Allen reviewed the Budget for 2004. The Budget was approved.

c. The 2004 Budget reflects no change in Homeowners quarterly dues, and that the HOA will run a deficit this year, i.e., there will be less money in our reserves. The landscaping maintenance budget may be high; this will be investigated, and the budget will be amended as necessary. (Subsequent investigation revealed that the budget line was indeed too high, the budget line has been adjusted accordingly).

d. It was noted that the Board can raise dues annually, by 5%, per the HOA rules. Any increase greater than 5% takes a special vote by at least two-thirds of the Homeowners. The Board will decide at the July Quarterly Meeting if there should be a special Dues Review Meeting of the Homeowners this November. It is anticipated that the Board will have to focus on obtaining proxies from a majority of Homeowners, if the special Dues Review Meeting is held.

e. There was another discussion of the requirements of the Reserve Account; how much is required for beautification and for fence/sign maintenance.

f. There was a discussion on what to do with our current CD. It was decided to increase our CD investment from $12.5K up to $22.5K. Allen and Rod will do some checking, and will either rollover the $12.5K CD and start up a second $10K CD, or will add $10K to the $12.5K CD during its rollover period.

g. Allen and Rod reviewed the Aging Receivables (Homeowners who have not paid their quarterly dues). We have a lawyer involved with one homeowner.

3. Ricardo Urdaneta, ACC Chairman:

a. The ACC received no requests last quarter.

b. Six weeks ago, a review was done of homes that had outstanding ACC non-compliance letters from last year. There will be a new annual ACC neighborhood inspection on 17 April.

c. This inspection will use a 'big picture' approach. That means that the inspection will be a sidewalk review, not close-up. Only problems that jump out from the sidewalk will be cited.

d. Rod will schedule a Special Board Hearing for 20 May, to review delinquent ACC problems with homeowners. This will probably be held at the Navy School. The hearings will probably last about 15 minutes per homeowner issue. The Hearing Board will decide on the next steps (e.g., fine assignment) after this Hearing.

e. Ricardo is planning an ACC Chairperson election soon.

4. Steve Wheeler, Vice President:

a. There is no update to the Madison turnover, for their county bond release. Steve has been pursuing an update for two months.

b. Steve is working on an update on the dry pond.

c. Steve is working on getting the Landscaper to clean the dry pond drain, and to prepare a Master Plan Beautification quote, including Leyland Cedars, White Pines, flowering shrubs, and beds.

d. Steve brought up the subject of the annual picnic. Matt Flanigan will take the lead this year. It will be scheduled for Saturday, 5 June, with a rain date of Sunday, 6 June; there will be a 4PM start time.

5. Rod Strawderman, RCS Management

a. Rod presented two quotes received for landscaping beautification. One was for tree trimming and new tree installation (just White Pines) ($325), and for tree straightening ($275). Rod and Steve had requested a Master Plan for staged beautification, and did not receive it. This request for a Master Plan proposal will go out one more time to our current landscaper.

b. The Board did approve to implement the $600 tree quotes (for tree replacement, tree straightening, and limb removal).

c. Rod is going to update our State Corporation Commission Agent entry, from Craig Honour to Matt Flanigan.

d. There is a $25 State Corporation Commission Registration fee coming due soon.

New Business

a. Two homes were sold last quarter. Rod is preparing HOA packets for the new homeowners.

b. It is time to cut a check for Matt's annual electricity and water support of the Alder Wood Road's Fair Oaks Glen entry sign.

c. There will be an annual neighborhood yard sale on Saturday, 1 May, coordinated by Debbie MacLean.

d. The next Quarterly Board Meeting will be held on Thursday, 22 July, at Steve Wheeler's home.

The meeting was adjourned at 9:20 PM.