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FIELDCREEK ESTATES BOARD OF DIRECTORS MEETING Wednesday, October 13, 2004 Wolf Run Golf Club, Founders Room 1400 Wolf Run Road, Reno, Nevada MINUTES OF MEETING Present: David Collier (President), Leonard Distaso, Barry Ojers, William Jastrow, Tim Ottman, George Toto Absent: Pablo Gomez Also Present: Holly Bullock (EBMC), Pamela Fox (to take Minutes) I. CALL MEETING TO ORDER/ROLL CALL President Collier called the meeting to order at 5:32 p.m. with a quorum of four members present. Board members Ottman and Distaso arrived at approximately 5:36 p.m. to form a quorum of six members present. II. MEMBERSHIP FORUM A. Martin Aplcarian, resident, spoke regarding his concerns relating to the residence located at 13430 Fieldcreek. He stated that, in his opinion, this house is devaluing his property. He expressed concern that the violations have not been addressed by EBMC and cited details relating to untrimmed shrubbery, lack of ground cover, paint and roof status. Mr. Aplcarian reported that he has contacted EBMC on at least two occasions regarding this residence. He requested copies of any letters relating to this matter be provided to him. Mr. Aplcarian suggested that the Board complete a drive-through with EBMC on a monthly basis. B. Holly Bullock, EBMC, introduced herself and stated that B. J. Brown had resigned from the staff of EBMC. She was filling in for Stacy Brown, who will be Fieldcreek Estates new representative. At this point in the meeting (at approximately 5:36 p.m.), Board members Ottman and Distaso arrived. III. MINUTES A. Review and approve August 11, 2004 Minutes – It was noted that on page four, that the correct spelling of Steve Winzell’s name should be “Wenzell”. Leonard Distaso moved to approve the Minutes as amended. William Jastrow seconded the Motion. Motion carried unanimously. IV. FINANCIAL REPORT A. Review and approve July and August 2004 Financials – Board member Distaso gave a brief overview of the financial reports. He stated that the July reports reflect an increase in income of $12,000. He reported that this was unplanned income related to collection of funds and collection of a lien on a property which was sold. He clarified that the July figures are not representative of normal income for the association. Board member Distaso stated that the office expense line item is operating over budget. He reported that he will be reviewing this expense category. Board member Distaso stated that the year-to-date expenses are $100 over budget. Board member Distaso reported that the ombudsman’s fee was also over budget for the months of July and August. Ms. Bullock reviewed how the ombudsman’s fee is calculated. President Collier requested additional information regarding the ATG expense. Board member Distaso replied that he will obtain information regarding this expense and will report back to the Board. William Jastrow moved to approve the July and August 2004 Financial Reports. Leonard Distaso seconded the Motion. Motion carried unanimously. B. Board to Review and Approve 2005 Budget – The proposed budget had been provided to all Board members. Board member Distaso reviewed the proposed budget and cited the differences between the proposed budget and last year’s budget. Projected income for the year is approximately $73,000. He reported that there will be an increase in insurance by approximately $1,000. The electrical budget has doubled and the water budget has been reduced. A general discussion regarding the proposed budget followed. Leonard Distaso moved to approve the budget. William Jastrow seconded the Motion. Motion carried unanimously. C. Board to Approve CPA for 2004 Taxes & 1120H Form To Be Signed – Board member Distaso provided a brief summary of the two choices on the 1120H form. He reported that information was not available regarding the CPA. Ms. Bullock suggested that that the CPA who completed last year’s tax return should be contacted. Leonard Distaso moved to elect the 1120H filing status. The no risk box will be checked. Barry Ojers seconded the Motion. Motion carried unanimously. Leonard Distaso moved that providing the audit costs are comparable that we use the same CPA to prepare the reports as we did last year. If there is a significant difference, it will be my job to find another CPA. There was no second. Discussion followed. It was decided that this decision will be tabled until the next meeting. President Collier requested that the history of past audits be provided at the next meeting. Ms. Bullock replied that this information will be on file with EBMC. V. COMMITTEE REPORTS A. Property Manager’s Report – Ms. Bullock announced that a written report was not available due to a change of staff. President Collier requested that a written report be provided at all future meetings. B. Architectural Committee Report – Board member Jastrow stated that a written report was not available. He stated that, in general, projects which are reviewed receive an 80% approval rate. The remaining 20% are normally declined due to missing information. C. Welcome Committee Report – President Collier reported that the written report was not received. Ms. Bullock provided copies of fourteen letters generated by EBMC to welcome new residents to Fieldcreek Estates Homeowners Association. President Collier requested that the names of new residents be e-mailed to him in the future. He will provide this information to the Welcome Committee chairperson for follow-up. D. Traffic Committee Report – Board member Gomez was not in attendance to present a report. E. Community Development Report – A report was not available for review. VI. OLD BUSINESS A. Fieldcreek Directory Publication – President Collier announced that this item had been placed on the agenda in error. This matter had been resolved at the last meeting B. Meeting Location Report – Board member Toto provided an information-only follow-up regarding a meeting location. It was clarified that no action would be taken at this meeting. Board member Toto reported that the Washoe County School District will allow a meeting to be held at Hunsberger School at no cost to the association. A Board member requested clarification that the association would not be subject to the open meeting law due to the fact that the meeting would be held in a public facility. President Collier requested that this matter be agendized for action at the next Board meeting. Board member Distaso requested that Agenda Item #IV-C be re-opened. There was no objection. VII. FINANCIAL REPORT: BOARD TO APPROVE CPA FOR 2004 TAXES (RE-OPENED) Board member Distaso clarified that this agenda item was not to approve a CPA for an audit, but to choose a CPA for tax preparation. Leonard Distaso moved to use the CPA from last year for the 2004 taxes, providing the fee is within the budget. William Jastrow seconded the Motion. Motion carried unanimously. It was requested that should the Board desire to discuss a possible audit, that this item be agendized for a future meeting. VIII. NEW BUSINESS A. Board to appoint new Architectural Committee member – Board member Jastrow announced that there was one Committee opening. He stated that, in the past, it has been difficult to obtain a quorum. He suggested adding another two new members to the committee. President Collier requested that the Board be provided copies of the Fieldcreek CC&R's and other legal material. He stated that a decision regarding adding an additional seat on this committee should be deferred until the legality of this request has been ascertained. There were two suggested applicants for the position. A hand-written note on the agenda suggested re-instating Steve Cohen. An application had also been received from Anne Bacon. There was no application available from Steve Cohen for review. As an application must be received, the application of Anne Bacon was reviewed. Board member Jastrow also gave a brief overview of his discussions with Ms. Bacon. William Jastrow moved to appoint Anne Bacon. Leonard Distaso seconded the Motion. Motion carried unanimously. B. Board to discuss articles for fall newsletter – President Collier reported that Steve Cohen produces the newsletter. He suggested that copies of last year’s edition be reviewed. Ms. Bullock announced that an advertising request had been received from Sage Ridge School. She provided a copy of the proposed ad to the Board for review. The Board reviewed the advertising copy; there were no changes to the proposed advertisement for the newsletter. The advertising fee for the newsletter is $50. A general discussion regarding articles for the newsletter followed. Suggestions included winterization and safety tips and a reminder of the change of time. Leonard Distaso moved to have Steve Cohen write a draft version of the newsletter and e-mail it to Board members for review and approval. William Jastrow seconded the Motion. Motion carried unanimously. C. Board to review and adopt change in hearing procedures – Board member Distaso reviewed the proposed change to the procedures. The change included a clause which states that any Board member who is a complainant in a hearing has to be recused from that hearing. Ms. Bullock commented that a Board member will normally recuse himself. Board member Distaso clarified that this change would make the recusement mandatory. A discussion of the proposed change followed. Ms. Bullock reviewed the current process of notifying a property owner regarding a violation. She stated that typically EBMC will sign the letters. She suggested that if a Board member is the complainant, the Board member should abstain or defer from taking any action. President Collier requested that when EBMC knows the schedule for the monthly drive-through, that this information be e-mailed to the Board members so that they may participate, if available. A lengthy discussion followed. This matter will be re-agendized for further review at the next meeting. D. Board to adopt policy on contracts with third party and HOA – Board member Distaso recommended that the Board adopt a policy that any contract that the homeowner’s association makes requires the signature of two Board members. Currently, only one signature is required. Leonard Distaso moved to adopt a policy that contracts be brought to the Board for approval and that any contract between the association and any third party requires the signature of two Board members. Barry Ojers seconded the Motion. Motion carried unanimously. IX. DISCUSSION ITEMS A. Review Board Calendar including Hearing Dates – It was determined that page two of the calendar was missing from the report. Ms. Bullock stated that a current schedule, including page two, will be e-mailed to the Board. X. CORRESPONDENCE A. Gary Bria Landscaping Memos – Gary Bria was in attendance to present a report. A written update had also been submitted to the Board. He reported that sod and topsoil was stolen in two areas of the Silver Wolf lawn. He reported that vandalism issues have also occurred at Gilbert Creek and Thomas Creek. He reported that the valve covers had been broken. He suggested that the vandalism may be caused by youth when waiting for the school bus. Ms. Bullock suggested that the area be watched. If it is ascertained that youth are part of the vandalism, the school should be contacted. Mr. Bria requested information on the landscaping bid proposal which is calendared for October. Ms. Bullock stated that this matter and the reserve study had inadvertently been omitted from the agenda. It was determined that no bids have been received. A short discussion followed. William Jastrow moved to extend the existing contract until the end of the year to give the Board time to review the requirements of bidding and to take appropriate action as necessary. Leonard Distaso seconded the Motion. Motion carried unanimously. XI. SCHEDULE NEXT BOARD MEETING The next Board meeting is scheduled for December 8, 2004. Leonard Distaso moved to approve the meeting date. William Jastrow seconded the Motion. Motion carried unanimously. XII. ADJOURNMENT There being no further business, the meeting adjourned at approximately 6:50 p.m.
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