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Fieldcreek
Estates Homeowners
Association BOARD
OF DIRECTORS MEETING Wednesday,
October 15, 2003, 1:00 p.m. – 3:45 p.m. Location:
EBMC, 5011
Meadowood Mall Way Reno,
NV 89502
I. Call to Order President, Steve Cohen, called the meeting to order at 1:07 pm.
Hearings Mr. & Mrs. Salas and Dr. Grubic have waived their right to have a private hearing with the executive committee and will be heard in the open meeting. Both parties were informed that the Executive Board will notify them in writing of their decision. Unit S12625, Salas; Mrs. Salas’ stated that she and her husband have complied with the agreement to replenish natural vegetation at Gazelle and Silver Wolf. They have planted the area and the plants are doing well. Two have died and Mrs. Salas will replace them. Planting was to have been completed by May 31st; an extension was granted until June 15th. The extension was requested because the plants were ordered and had not yet arrived. Further extensions were denied. Mr. Salas stated that they did not destroy anything because there was nothing there to destroy, just dirt. Board members Gary Valiere and Mary Ellen Wilkinson arrived during the Salas hearing. 80 Gazelle, Grubic; Dr. Grubic stated there are two issues he would like to address. The first issue is the dog run; the second, the drainage ditch. Grubic received a violation letter on the dog run. He called and spoke with BJ at EBMC. BJ asked Grubic to submit plans for the dog run and a letter of explanation. Grubic complied, although he referred to the dog run as temporary, which later was switched to permanent. Plans were submitted and approved. Homeowner stated that when he purchased his home there was a drainage ditch that ran along a portion of the backside of the property. The ditch appeared to dead end midway through in the middle of the property. Grubic put gravel on the walls of the ditch to prevent erosion and then received a violation letter for putting rocks in the ditch. Grubic spoke with county inspectors regarding the ditch and was given several options that would assure proper drainage. The issue has been resolved and the county has signed off. Grubic is requesting that the Board consider waiving his fines. Steve Cohen stated that the Architectural Committee is recommending all fines be waived except for the original $50 and $50 for not submitting plans on the dog run or the ditch. II. Membership Forum 12930 Falcon Way, Neighbor is concerned because owners moved in almost a year ago and still haven’t completed any landscaping. The owner’s dog comes on her property and uses her grass when relieving itself. Residents have one year from the date of their certificate of occupancy to complete their landscaping. The Board will confirm the occupancy date. III. Approval of August Minutes Bob Canter made a motion to approve the August 2003 Board of Directors meeting minutes as submitted. Mary Ellen Wilkinson seconded; motion carried. IV. Financial Report a) Review and Approve July and August 2003 Financials Bob Canter provided an analysis of June and July financial statements. In July there were several items with regard to the construction deposit account. Baxter, Sunkist Homes and DeLett were all refunded construction deposits. Baxter was shown on the same report as a late deposit. Baxter’s deposit was submitted in June and the check had not been deposited until the same month that it was refunded. Bob feels there is a serious disconnect with the checks coming in, and the time it takes to hit the account. Bob stated that it is necessary to get a separate check for construction deposits and review funds. Bob went back through reports and identified that there were 12 new homes last year, 13 re-submittals of a new home plan, 9 re-submittals beyond the first re-submittal, 5 submits for remodel or addition and 49 for fence landscaping or outbuilding. The dollar amounts related to the above are $200 for a new home, $200 for a remodel, $50 for 2nd and other re-submittals and $50 review fee for landscaping and out buildings. Bob stated that there should be $6300 in the account and there is only $2650, why? Bob feels that the funds are not being deposited into the correct account. Treasurer can demand a statement at the end of each architectural committee meeting that shows the plans that came in and whether it was a new submittal or a re-submittal, etc. The Board has a fiduciary responsibility to the association members. Need to put a process in place to correct this problem. BJ will look into this issue. BJ stated that re-submittals are always shown under old business. Final plans for additions are $200 and have only been collecting $50. BJ will research this also. Gary Valiere made a motion to approve the July and August financial statements. Mary Ellen Wilkinson seconded; motion carried. b) Approve and Execute IRS Filing Form 1120H Bob Canter reported that the Association has the option of filing income tax using Form 1120 or 1120 H. Form 1120 reduces the rate that is paid on interest but it also exposes the Association to more taxes. Form 1120H excludes all income from operations except interest earned. The Association has filed 1120H for three years. George Toto moved to file income tax using form 1120H. Gary Valiere seconded; motion carried. c) Approve Selection of CPA Firm Beth Kohn of Kohn & Kalodney stated that the fee for filing the Association’s taxes will probably be the same as last year, $240. Bob Canter moved to continue using Kohn & Kalodney to file the Association’s tax return. Mary Ellen Wilkinson seconded; motion carried. V. Committee Reports 1) Property Managers Report BJ reported that things are going well. Relationships with homeowners are good. Steve Cohen has received several calls from homeowners saying she isn’t returning calls. BJ calls twice, if she doesn’t reach them she leaves a message. 2) Architectural Committee Report Steve Cohen stated that the committee will discuss the fee schedule at the next meeting. There will be an opening on the committee at the end of the year, if you/or someone you know is interested let Steve know.
3) Welcome Committee Report Mark Demuth sent a nice thank you note to the Association for the beautiful welcome Basket. 4) Traffic Committee Report The Traffic Committee reported they will be scheduling a meeting with the Sheriff’s office next week. 5) Community Development The Board discussed the Zolezzi easement and the possibility of putting funds aside to Purchase the easement from Washoe County. VI. Old Business 1) Approve New Reserve Study Bob Canter reviewed bids with the Board for having a new reserve study completed. The study that was done in 2000 was very poorly done. The Association President and Bob Canter will make themselves available to walk the property when the study is in progress. Bob would like to have the study completed next spring. Mary Ellen Wilkinson asked why a new study is necessary? Any time the interest rate changes you should do a review of the study. Bob stated that the last one was poorly done and he felt the Association would benefit from one that is the professionally done. Bob Canter made a motion to employ John D. Beatty to do a reserve study for the Association in the spring of 2004 at a cost of $1000. Gary Valiere seconded the motion. Steve Cohen was in favor of new study, George Toto opposed and Mary Ellen Wilkinson abstained. VII. New Business 1) Review and Approve New Landscaping Project List Gary would like to replace the sprinkler timers, the box that houses the timers caps for on/off valves. The cost for materials is $411. Bob Canter moved to approve materials purchase and authorize Gary to complete the work. Mary Ellen Wilkinson seconded; motion carried. a) Establish Approval Procedure of Future Projects Gary has been taking his time to come to Board meetings to get approval on projects. Bob Canter made a motion authorizing the property manager to approve repair or maintenance costs of $400 or less. Mary Ellen Wilkinson seconded; motion carried. 2) Approve Increase in Landscaping Fees for 2004 Bob Canter moved to approve an increase in monthly landscaping fees from $560 to $600 in 2004. Gary Valiere seconded; motion carried. It was noted that since Gary Bria has taken over landscaping, there have been no complaints and the water costs have decreased. 3) Outside Secretarial Support There is some concern that the Board is not receiving accurate/complete meeting minutes. Bob Canter contacted several agencies that provide recording services to get bids. The bids were reviewed. Bob was most impressed with Tri Fox Enterprises; Tri Fox takes minutes at local NAB’s meetings. Their fee would be $180 with a $40 rebate per meeting, which would make the cost $140 per meeting. This includes attending, recording, transcribing and providing both a hard copy and electronic file. The Board discussed what each individual member expects the minutes to be. Steve Cohen stated that when he posts minutes on the web he has a disclaimer that he leaves on until minutes have been approved by the Board. Bob Canter made a motion to contract Tri Fox to take minutes of the next Board meeting. George Toto seconded; motion carried. The Board will then compare the minutes with what has been received in the past to see if they are getting a more accurate record. II. Membership Forum 20 Day Lily Court, Mr. MacLean; MacLean has two issues. He currently has an approved RV pad that is about 20 ft. from the street. The updated CC&R's state that an RV pad has to be 75 ft. from the street. MacLean asked for permission to make a new RV pad that is not visible to any neighbors but is only 40 ft. from the street. This request was declined and he would like to know why. It was explained to MacLean that this is a CC&R issue; the Board can not change the CC&R’s. MacLean will be on the next Board agenda and will, at that time, present a proposal of changes he would like to see to CC&R’s. If the Board chooses not to endorse his proposal he will be on his own. In order to make a change to the CC&R’s, 51% of the general membership has to approve. MacLean stated that he would be willing to help if the Board chooses to endorse his proposal. MacLean also has an approved gravel driveway. Gravel driveways are no longer allowed according to CC&R’s. Homeowner is concerned about fines. The Association can not fine him for anything that has received approval. New Business Items 4-8 These are all items that EBMC is supposed to handle; there is a 90 day grace period to be in compliance. EBMC would like the opportunity to handle this so that they can possibly bring more things in line with what EBMC is doing to make things easier for everyone. The Board briefly reviewed NRS changes. Mary Ellen Wilkinson made a motion to table discussion of items 4-8, Provided that we have a letter that will use existing fine structure/fee schedule with a statement saying we are in the process of complying with SB136 and SB100. George Toto seconded; motion carried. Bob Canter opposed. BJ stated that the Letter will only be sent to those homeowner’s being fined. 9) Policy on Member Supplied Meeting Materials Gary Valiere made a motion to approve the policy on member supplied meeting materials as written; a copy is in each members packet. Mary Ellen Wilkinson seconded; motion carried. 10) Rules and Regulations, Display of US Flag Bob Canter explained that the proposed rule codifies the options that the board has To govern and control display of the flag of the united states. Gary Valiere made a motion to approve the addition of Rule 5 (a copy is in each members packet) to Fieldcreek's Rules and Regulations. Mary Ellen Wilkinson seconded; motion carried. 11) Management Contract Bob Canter reviewed the history with EBMC for the Board. Bob stated that proposed increases in the management contract total about $7200 a year, which is a 27% increase over last year. The Board went in to a private session; property manager and recording secretary were asked to leave the room. Bob Canter made a motion to empower the Association President to negotiate the contract; not to exceed the latest offer from EBMC and that the Board will commission a committee to look into managing the Association by themselves or other alternatives. Mary Ellen Wilkinson seconded; motion carried. Will sign for one more year but remember they have 30 day option. 12) Review and Approve 2004 Budget Gary Valiere made a motion to approve the proposed 2004 Fieldcreek Estates Homeowner’s Association budget. Mary Ellen Wilkinson seconded; motion carried. VIII. Discussion Items Review and Approve New Board Calendar The Board reviewed the proposed meeting calendar for 2003/2004. Bob Canter stated that Board members will use a rotation process for violation hearings. All meetings are on Wednesdays at 5:30 pm except the Annual meeting which is scheduled for Saturday, May 15, 2004. This calendar has not been reviewed with Tom Duncan. Gary Valiere Made a motion to approve the new calendar. Bob Canter seconded; motion carried. IX. Correspondence No discussion or action taken. X. Schedule Next Board Meeting The next Board meeting is scheduled for November 19, 2003 at 5:30p.m. at Wolf Run Golf Club. XI. Adjournment As there was no further business to discuss Bob Cantor moved to adjourn the meeting. Gary Valiere seconded; motion carried. The meeting adjourned at 3:45 pm. Respectfully submitted, _____________________________________ ________________________________________ Recording Secretary Secretary, Board of Directors
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