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FIELDCREEK ESTATES HOMEOWNERS ASSOCIATION BOARD OF DIRECTORS MEETING November 14, 2007 – 10:00 A.M. Eugene Berger Management Corp (EBMC) 5011 Meadowood Mall Way, Ste. 200, Reno, Nevada MINUTES OF MEETING Present: Barry Ojers (President), Pablo Gomez, Nick Pappas, Lester Cohen, Mark Bacon, Gary Bria (via telephone) Absent: Tom Bos Also Present: B.J. Brown (EBMC), Malinda Baldridge (EBMC), Pam Fox (to take Minutes) _____________________________________________________________________________ I. CALL MEETING TO ORDER President Barry Ojers called the meeting to order at 10:02 a.m., with a quorum of five of seven members present, and Board member Gary Bria was present via telephone conferencing. The remainder were present at the meeting location. II. MEMBERSHIP FORUM A. Michael Coffer, resident of Fieldcreek, introduced himself. He is a practicing CPA and would like to bid on the audit for Fieldcreek for this fiscal year. If it is feasible, he will develop a written bid. A brief discussion was held regarding Mr. Coffer being a CPA versus a member of the HOA, and his access to privileged information while performing an audit. This will be discussed later in the meeting under the audit agenda item. B. Robert Cantor, resident of Fieldcreek, spoke regarding the governing documents. He distributed Fieldcreek’s written document regarding the procedures for processing violations which he feels are being selectively enforced. He commented that his concern is that a hearing date for a violation hearing is not sent out with the violation notice as stated in these documents. B.J. Brown stated that the distributed document no longer complies with NRS, and a courtesy notice now needs to be sent before a hearing date is set. Mr. Cantor reviewed specific violation issues. III. VENDOR REPORTS The Signature landscaping contract will come up for renewal. The new bid will be reviewed under New Business. IV. MINUTES A. Review and Approve September 5, 2007 Minutes Mr. Gomez reported that he had spoke with a representative from the golf course, and he went to the golf course to inspect the area. Erosion is the main concern, and they feel that they are unable to change the vegetation on the slope. It was noted that the golf course has an agreement with the fire department so that water from their sprinklers could be used in the case of a fire. The slope will be cleaned of debris by the golf course. Len Clark, resident of Fieldcreek Lane, thanked Mr. Gomez for his efforts. He suggested that a letter be sent from the HOA to the golf course expressing our concern regarding the fire potential on the slope so that it will be on the record. Mr. Cohen suggested that Mr. Gomez write a brief report of his discussions with the golf course on the HOA’s behalf and make it part of the minutes. Mr. Gomez responded that he would be willing to do this. Mr. Bacon moved to approve the minutes as presented. Mr. Cohen seconded the Motion. Motion carried unanimously. V. FINANCIAL REPORT A. Review and Approve Financials Mr. Cohen moved to accept the Financials as presented. Mr. Pappas seconded the Motion. Motion carried unanimously. B. Board To Review and Approve 2008 Budget Nick Pappas noted that the income levels have decreased because the fairways dues are no longer projected. He reported that discussions are taking place regarding increasing the interest being paid into the reserve account. Mr. Pappas reviewed the various budget categories. Ms. Baldridge suggested that funds be allocated to the Permits and Fees category to cover annual expenses such as business license. The placement of reserve funds into some type of investment will be put on the next agenda for discussion. Mr. Bacon moved to approve the 2008 Budget as presented subject to moving $200 from Misc. into Permits and Fees. Mr. Cohen seconded the Motion. Motion carried unanimously. C. Board To Review And Approve 1120 H Tax Form B.J. Brown explained the use of the 1120 H Tax Form. Mr. Cohen moved to approve the 1120 H Tax Form. Mr. Pappas seconded the Motion. Motion carried unanimously. D. Board To Review and Approve Audit Engagement Letter From Kohn And Colodny For 2007 Audit B.J. Brown reviewed the engagement letter, with fees estimated to range between $7,000 and $9,000. She noted that the advantage of using Kohn and Colodny is that they have done prior audits, and have the HOA’s information already. It was determined that the interest expressed by Mr. Coffer to submit a bid came too late in the process. Mr. Ojers requested that a letter be sent to him letting him know the Board’s decision along with the letter of engagement so that he will know what is going to be involved. Mr. Gomez moved to accept the audit engagement letter from Kohn and Colodny for the 2007 audit. Mr. Bacon seconded the Motion. Motion carried unanimously. VI. COMMITTEE REPORTS Pablo Gomez reported that the Architecture Committee has not met for the last few months due to a lack of items to approve. One home has been approved. VII. OLD BUSINESS Mark Bacon gave an update on the garage sale, with forty-two participants. The last garage sale was held about four years ago. The Board thanked Mr. Bacon for his efforts. VIII. NEW BUSINESS A. Board To Review and Approve 2008 Landscaping Contracts Mr. Bria moved that the landscaping contract with Signature be terminated by giving them our thirty day notice, and the decision for 2008 be deferred until next month. Mr. Cohen seconded the Motion. Motion carried unanimously. Mr. Pappas asked that an item for next month’s agenda be a discussion regarding landscaping at the entrance at Zolezzi and Silver Wolf. IX. CORRESPONDENCE Pablo Gomez read a letter from Wolfrun Golf Course. They are concerned about people using the golf course as a park. Mr. Gomez stressed that they want to be good neighbors. He read the letter from Tom Duncan: “Recently there has been a noticeable increase in people using the Wolfrun Golf Course as a park and a place to walk their dogs. Please remember that Wolfrun is privately owned. We must ask you to stay off the course and surrounding paths unless you’re playing golf. There are various safety issues that could result in injury due to unauthorized use. In addition, we would not want anyone to come in contact with the effluent water we use for irrigation.” Mr. Gomez commented that Mr. Duncan has asked that information of this nature be included in the newsletter in the form of a reminder. A discussion was held regarding including a copy of the letter in the newsletter and on the website. A brief discussion of the use of the website was held. X. SCHEDULE NEXT BOARD MEETING Mr. Ojers noted that he has verbally received the resignation of Tom Bos. This will be placed on the next meeting’s agenda if a written resignation has been received. The next meeting is scheduled for February 20, 2008. XI. ADJOURNMENT There being no further business, the meeting was adjourned at 11:20 a.m.. |
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