Board of Directors Meeting Minutes for 1/12/10

Posted by: admin on March 9th 2010 in Meeting Minutes

DATE: January 12th, 2010
TIME: 6:00 pm
LOCATION: Metro Water – 6265 N. La Canada Dr.

CALL TO ORDER
The meeting was called to order at 6:05 pm.
ROLL CALL
Members Present: Mike Czechowski – President
Jerimya Fox – Vice President
Theresa Allison – Secretary
Aaron Lampert – Treasurer
Anthony Moran – Director At Large
Management: Kathy Thygersen, Community Association Manager
QUORUM
Quorum is established, as four (4) directors are present.
Vendor Guest: Scott McNutt, Gothic Grounds Management – landscape vendor of community. Input and discussion under new business.

Homeowner Input:
Homeowner inquired about the Social committee, Neighborhood Watch and ARC committee. Homeowner of Lot 205 volunteered to be on the Social and ARC committee. Homeowner was appointed to the committees. Homeowner also is participating in the Neighborhood watch. Homeowners asked questions in regards to how Neighborhood Watch worked. Mr. Czechowski explained that more volunteers are needed to have signs posted. Suggested that neighbors get to know
their neighbors and watch out for each other. Homeowner asked about a neighborhood directory. A directory can be published for the community; however homeowners would need to give permission to have their telephone and / or email listed. Management cannot give this information out to other homeowners without permission. Signup sheet and permission may be made available at the Annual meeting and be sent in notice packet.

APPROVAL OF MINUTES
MOTION: To approve the December 1st, 2009 Board of Directors meeting minutes. The motion was seconded and PASSED unanimously.

PRESIDENTS REPORT
Mr. Czechowski gave a report on the signs for the community. The signs are installed throughout the community.

TREASURERS REPORT
Mr. Lampert reviewed the November and December financials.
Motion was made to approve the November and December financials. Motion was seconded and passed unanimously.
Discussion ensued regarding possibly looking into placing funds in a CD that would earn interest. Further discussion tabled until next meeting.

MANAGERS REPORT
Ms. Thygersen has submitted a written Managers report.
Discussion ensued regarding Managers report and items as listed.
MOTION: To accept Managers Reports as submitted. The motion was seconded and PASSED unanimously.

COVENANTS/ARC COMMITTEE:
Ms. Czechowski had no new ARC submittals to report. Members of committee have walked community and notified Management of any issues as needed. New homeowner at 5036 River Fringe, Mrs.
Czechowski welcomed them to the community.

SOCIAL COMMITTEE:
Discussion ensued in regards to the Annual meeting and party in the park. The Board and Social committee would like to hold the Annual meeting in the large park and combine with a community party.
Discussion ensued as to date. The social committee asked for the Board to determine a budget for the party. Committee would like to have jumping, castles, obstacle course, food, non-alcoholic beverages,
balloons and misc. party items. Social committee has gathered some information and asked Management to assist with this project, as this is a first for the Community. Management will assist in obtaining
proposal and costs for the first Annual party in the park. Scott McNutt with Gothic Grounds Management volunteered to supply and donates the food for the event. Committee and Management will coordinate
with them. The Board thanked Mr. McNutt for this donation.
Motion was made to approve a budget not to exceed $1200.00 for the Social committee to spend on the Annual Party.

BUSINESS
Gothic Grounds Management: Mr. Scott McNutt with Gothic was present at the meeting. Mr. McNutt reviewed the landscape issues and the problems that have been occurring with the irrigation. The
landscape improvements are all installed. The irrigation has been breaking and the lines and valves are from previous install work when community was built. Gothic has been correcting and fixing the issues
at no charge to the HOA, this effort was done to maintain good vendor relations and ensure the community looks at its best. Discussion ensued in regard to the grass and when will it turn green. The Annual meeting is being scheduled and the Board would like the grass grown back and green. Gothic will take the necessary steps to water and fertilize and/or do whatever is needed, depending on the weather, to make this happen for the Annual meeting. Further discussion ensued regarding fixing the sprinklers to not water any cement areas and ensure that water is being used conservatively. Mr. McNutt answered questions from homeowners and Board. The Board thanked Mr. McNutt for all the hard work and effort that was put into the community since Gothic took over the management of landscape for the community. The community landscape has improved and the Board applauses’ the efforts of the landscape company. Proposal for Backflow cage and valves: Discussion ensued in regards to the safety of the backflow cages and the in ground irrigation valves. The cement that the backflow cages and the height of the irrigation valve boxes present a possible hazard. The irrigation valves are set into the ground at an unsafe distance for turn on / off by an individual. They were installed with cardboard, wood, and misc.
pieces around the inside of boxes and are longer than an arm’s length to reach in and turn on or off. The dirt/grass around the back flow cages is eroding away and the irrigation boxes are at uneven heights.
Proposal was submitted.

Motion: was made to approve the proposal form Gothic for the irrigation valves and backflow cages to be corrected. Motion was seconded and passed unanimously.

Discussion ensued regarding the review of the Architectural guidelines of the community. Motion was made to have the ARC committee review the guidelines, rewrite if necessary and submit the proposed revisions to the Board of Directors. The motion was seconded and PASSED unanimously

Annual Meeting: Discussion ensued regarding the Annual meeting. Date of the Annual meeting – Party in the park will be April 24th, 2010 – Saturday. Sign in for Annual meeting will be at 11:00am and the
meeting to begin at 11:30am.

Discussion ensued regarding putting shade over the Tot Lots. Management will get proposals. Table until February or March meeting.
Discussion ensued regarding the proposals for lighting. Management sent RFP’s and the vendors requested further time to submit due to the Holidays. Table until the February meeting.

Discussion ensued regarding sandwich boards for the community to notice meetings, etc. Management will request proposal. Table until February meeting.

NEXT BOARD MEETING: February 9th, 2010 at Metro Water at 6:00 PM.

ADJOURNMENT
MOTION: To adjourn the Board of Directors meeting at 7:25 pm.
The motion was seconded and PASSED unanimously.