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FIELDCREEK ESTATES HOMEOWNERS ASSOCIATION BOARD OF DIRECTORS MEETING January 21, 2009 Wolf Run Golf Course Founders Room MINUTES OF MEETING (Draft) Present: Pablo Gomez, Mark Bacon, Gary Bria, Lester Cohen, William Jastrow and Nick Pappas Absent: Barry Ojers Also Present: Malinda Baldridge, EBMC Community Manager Linda Woosypiti, Recording Secretary
_____________________________________________________________________________ I.
CALL MEETING TO ORDER Pablo Gomez called the meeting to order at 3:57 p.m. with a quorum present. II.
MEMBERSHIP FORUM
No members present
III.
VENDOR REPORTS No reports IV. MINUTES A motion was made by
Gary Bria to approve the December 1, 2008 minutes with two miner corrections as
indicated. Mark Bacon seconded the
motion. All in favor, motion passed
unanimously. V.
FINANCIAL REPORT Board to Review Financials Nick Pappas reported and discussed the financials.
In the operating fund as of November was $42,180.
The construction deposit account balance as of October is $27,498 and in
November it was down to $27,302.
A second round of letters were sent out regarding deposits owed back
to homeowners and five have responded out of the 20 or so letters sent.
Contingency account was at $25,983 in October and $26,027 in November,
the difference being interest on the account.
The reserve account in October was $10,758 and in November was $11,205.
Mr. Pappas commented that at the end of homeowners responding to the
construction deposit letter, Ms. Baldridge will find out what to do with the
money that is left over. Another
letter will be sent to those who did not respond.
A motion was made by Lester Cohen to accept the financials as presented,
Nick Pappas seconded the motion, all in favor, motion passed unanimously.
VI.
COMMITTEE
REPORTS Nothing is going on regarding architectural projects at this time.
VII. OLD
BUSINESS
No old business VIII. NEW BUSINESS
Board to discuss landscaping for
the upcoming 2009 season Ms. Baldridge will obtain bids from the golf course, Sergio (Green Garden Lawn Care) and two or three others. She has a scope of work that she will email to the Board to add or make changes to before sending out to bid. There are four entrances that need maintaining. The scope should include basic pruning, maintenance, and sprinkler repair. The scope of work has been reduced because of the xeroscaping and Mr. Jastrow was concerned about getting good bids. Also, the scope of work needs to be very explicit according to Mr. Gomez. Mr. Jastrow will send out a mark up to all Board members. Bid would be based on maintenance and any repairs would be at an extra cost. The drip system maintenance should be included to check at the beginning of the season and two or three months later. Also, the landscaping company needs to be responsible for turning the system on and off and drain the system because if they do not and there is damage, they will be responsible. The bids will go out in February to be in time for review at the March meeting. Mr. Cohen asked that the agenda item be changed to be more specific and state that the Board to discuss landscaping maintenance contract for the upcoming 2009 season. Mr. Jastrow asked the Board’s opinion regarding the job that had been completed at the entrance. The entire Board indicated that they thought it was a job well done. A motion was made by Lester Cohen to ratify that the job at the entrance was satisfactory and to approve final payment to the golf course, Nick Pappas seconded the motion, all in favor, motion passed unanimously. Mr. Gomez would like a letter to go to Tom Duncan thanking him for a job well done. Ms. Baldridge will draft the letter and the Board will review. Also, the Board would like a notice to go out in the next newsletter explaining to the homeowners that Tom Duncan at Wolf Run Golf Course did the work at the entrance and to thank them for being a good neighbor. IX. CORRESPONDENCE There were no items to report. X. SCHEDULE NEXT BOARD MEETING The next Board meeting was scheduled for Thursday, March 19, 2009 at 10:00 a.m. at EBMC.
XI. ADJOURNMENT There being no further business, the meeting was adjourned at 4:25 p.m.
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