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      | Annual Homeowners Meetings Minutes
1 Opening and Determination of QuorumThe meeting was called to order by Ed Sturms. With 4 of 5 Directors in attendance, the meeting had a quorum to conduct Homeowners Association business. 2 Homeowners Association Business2.1 Approval of Minutesa. The DRAFT Meeting Minutes from the 11 January 2006 Board meeting were reviewed and approved by the Board members present. b. The DRAFT Meeting Minutes from the 17 April 2006 Board meeting were reviewed and approved by the Board members present. 2.2 Selection of TermsSubsequent to his election at the annual Homeowners Meeting, Ricardo Urdaneta resigned his term. Mr. Pat Hermes has agreed to assume this term as noted in the illustration below.
2.3 Election of officersWith the resignation of
Mr. Urdaneta, Mr. Hermes was nominated to assume the role of the Board’s
liaison with the Architectural Review Committee. This motion was
unanimously approved. 2.4 Financial Status2.4.1 Receivablesa. R. Strawderman reported that the community has $355.29 in outstanding receivables. Of this, $316 is from 2 homes that had not paid the assessment due 1 July. b. After discussion, the Board agreed to take no action at this time. 2.4.2 Balance Sheet and Budgeta. The Board discussed the current spend for 2006 trash removal. As of our meeting date, it was slightly over budget due to the fuel surcharge, tipping fee, and CPI adjustment. b. The Board asked Mr. Strawderman to update the budget for grounds maintenance to reflect the newly signed contract with Valley Crest. This will be done in the new budget for review at the next Board meeting. 2.5 Contracting2.5.1 Audita. Mr. Strawderman reported that the expected the original audit report to be delivered by the auditors to him no later than Tuesday, 8 August 2006. Upon receipt, he will forward the draft report to all Board members immediately after receipt. b. After receipt from Mr. Strawderman, all Board members are to review the draft audit report and provide comments to Mr. Strawderman and all other Board members within one (1) calendar week. 2.5.2 Groundsa. Valley Crest has still not removed the Leyland Cypress tree that fell over behind the home at 12690 Valley Oaks Court even though we have a signed contract with them to perform this work. Note: It was noted that Valley Crest was on site today to look at the tree. Mr. Strawderman will contact Valley Crest to inquire as to the status of this work order. The Board agreed that if this work was not done within 7 calendar days the Board would seek other bids to complete the work. b. It was time to review bids for seasonal enhancement of the entrance areas to the community. After discussion, the Board agreed to a motion to allocate $250 for fall plantings and to authorize the work by Petals & Ivy. The motion was approved by the Board, four (4) votes in favor, no opposition, with one (1) abstention. 2.5.3 Other Businessa. The Board discussed the annual Fall picnic in the community. Mr. Hermes agreed to take the lead in organizing the picnic with a tentative date of 23 September. The Board unanimously approved a motion to allocate up to $300 from the budget to defray some of the costs of the picnic. 3 Closingb. E. Sturms has the action to provide the Board members a copy of the DRAFT Meeting Minutes documenting this meeting held on 7 August 2006. c. The next meeting of the Board of Directors is tentatively planned for 11 October 2006 at 3720 Valley Oaks Drive starting at 7:30. Open Action Items
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# |
Action |
Assignee |
Status |
Date
Opened |
Date
Closed |
|
1 |
R,
Strawderman to inventory the softcopy minutes that he has and e-mail
the inventory to the Board Members |
R.
Strawderman |
Closed |
26
April 2005 |
11
January 2006 |
|
2 |
A.
MacLean took action to distribute the DRAFT minutes to the homeowners
for their review via e-mail and request that homeowners forward any
amendments or comments to the board for incorporation into the DRAFT
minutes. |
A.
MacLean |
Closed |
26
April 2005 |
17
August 2005 |
|
3 |
Update
the signature cards on the Association’s financial accounts to
change signature authority to the newly elected President and
Treasurer. |
R.
Strawderman |
Closed |
26
April 2005 |
11
January 2006 |
|
4 |
Update
the list of Board of Directors for the association and to supply this
newly updated list to any required licensing / governi ng agencies |
R.
Strawderman |
Closed |
26
April 2005 |
17
August 2005 |
|
5 |
Determine
the ownership of the fence at the end of Valley Oaks Drive and whether
or not the fence is located on community property |
R.
Urdanata |
Closed |
26
April 2005 |
19
October 2005 |
|
6. |
Inform
Mr. Wheeler of the Board’s decisions to allow Mr. Wheeler to serve
as a liaison between the community and |
G.
Jackson |
Closed |
26
April 2005 |
17
August 2005 |
|
7 |
Provide
the Board members a copy of the DRAFT Meeting Minutes documenting the
board meeting held on 26 April |
E.
Sturms |
Closed |
26
April 2005 |
17
August 2005 |
|
8 |
E.
Sturms to e-mail a copy of the 26 April
FINAL minutes to the board members |
E.
Sturms |
Closed |
17
August 2005 |
19
October 2005 |
|
9 |
R.
Strawderman to notify the new homeowners at 12691 Valley Oaks Court of
the balance of their account |
R.
Strawderman |
Closed |
17
August 2005 |
19
October 2005 |
|
10 |
R.
Strawderman to provide a copy of the Trash Removal contract to all
board members via e-mail so that the contract can be reviewed. |
R.
Strawderman |
Closed |
17
August 2005 |
19
October 2005 |
|
11 |
R.
Strawderman to obtain at least two (2) bids, in addition to a bid from
Valley Crest, for Grounds Maintenance of the Fair Oaks Glen common
areas. |
R.
Strawderman |
Closed |
17
August 2005 |
19
October 2005 |
|
12 |
R.
Strawderman to schedule follow-up home inspections for the ARC. |
R.
Strawderman |
Closed |
17
August 2005 |
11
January 2006 |
|
13 |
A.
MacLean to inform the interested homeowner that the Board will not
allow the homeowner to install a temporary basketball backboard on
community common grounds. |
A.
MacLean |
Closed |
17
August 2005 |
19
October 2005 |
|
14 |
A.
MacLean to inform the interested homeowner that the Board will not
sponsor or sanction a BLOG as part of the Fair Oaks Glen website.
|
A.
MacLean |
Closed |
17
August 2005 |
19
October 2005 |
|
15 |
E.
Sturms to provide all board members a copy of the DRAFT meeting
minutes via e-mail prior to the next Board Meeting. |
E.
Sturms |
Closed |
17
August 2005 |
19
October 2005 |
|
16. |
R.
Strawderman to solicit proposals from at least three (3) firms for
Trash Removal in the community. |
R.
Strawderman |
Closed |
19
October 2005 |
11
January 2006 |
|
17. |
R.
Strawderman to contact Long Fence to get a quote for the repair of the
fence along |
R.
Strawderman |
Closed |
19
October 2005 |
11
January 2006 |
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18. |
R.
Strawderman to forward a copy of his Management Contract to Andy
MacLean for signature. |
R.
Strawderman |
Closed |
19
October 2005 |
17
April 2006 |
|
19. |
R.
Urdaneta to request and retrieve the President’s Book from Gary
Jackson |
R.
Urdaneta |
Closed |
19
October 2005 |
11
January 2006 |
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20. |
R.
Strawderman to send sample dues increase letters to the Board of
Directors via e-mail for their review for the next meeting. |
R.
Strawderman |
Closed |
19
October 2005 |
11
January 2006 |
|
21 |
E.
Sturms has the action to provide the Board members a copy of the DRAFT
Meeting Minutes documenting this meeting held on 11 January 2006. |
E.
Sturms |
Closed |
11
January 2006 |
7
August 2006 |
|
22 |
R.
Strawderman to renew the State Corporation Commission Annual Report
information for the Board Members. This report is due to be submitted
by 24 May 2006. |
R.
Strawderman |
Closed |
17
April 2006 |
7
August 2006 |
|
23 |
R.
Strawderman to solicit contracts for the removal tree stakes, removal
of dead trees and pruning of live trees on the community common area. |
R.
Strawderman |
Closed |
17
April 2006 |
7
August 2006 |
|
24 |
E.
Sturms has the action to provide the Board members a copy of the DRAFT
Meeting Minutes documenting this meeting held on 17 April 2006. |
E.
Sturms |
Closed |
