| Board Meeting Minutes |
| December 5th 2002 At 5:30PM |
| |
Fieldcreek Estates Homeowners Association
Board of
Directors Meeting
Thursday,
December 5, 2002
Wolf Run
Clubhouse
Board
of Directors Members Present:
Rosalie Morgan, Bob Canter,
Steve Cohen, George
Toto,
Gary
Valerie,
Mary
Ellen Wilkinson,
Bryde
Bates
(Bryde Bates
excused
himself
from the
at
6:08 p.m.)
EBMC:
Karen Brigg, Senior Vice President
Doug McIntyre, Property
Manager
Shirley Ellis, Recording Secretary
I.
Call
Meeting to Order
Rosalie Morgan called the meeting of the Fieldcreek Estates Homeowners
Association to order at 5:38 p.m. A
quorum was present.
II.
Membership Forum
A.
Resident Nancy Furman addressed several Association concerns she has:
1.
Mrs. Furman inquired as to how many Board Meetings and Architectural
Meetings were held each year. Rosalie
Morgan replied that there are 6 to 10 Board Meetings.
Steve Cohen stated that there are approximately 20 Architectural Meetings
per year. Ms. Morgan added that it is fortunate that the Association has actual
professional architects who sit on the Architectural Committee.
2.
Mrs. Furman was concerned about the amount being spent on landscaping
fees and utilities, and offered options for water and light conservation.
Rosalie Morgan explained that the Association has changed landscaping
companies, and has charged $380.00 back to the old landscaping company. Ms.
Morgan stated that she is also looking into options for less water usage. Bob
Canter stated that he has been told to expect an approximate increase of 25% in
utility fees next year.
3.
Mrs. Furman also expressed concerns regarding the jogging, bicycle and
equestrian trail. She stated that
she attended a recent Planning Commission meeting where abandoning the trail was
discussed. Rosalie Morgan stated
that she appreciated Mrs. Furman’s input and information very much.
4.
Mrs. Furman expressed concern regarding listing ages and addresses of
children within Fieldcreek Estates on the website.
Rosalie Morgan responded that their names were not listed, but conceded
that it is a valid point, and that she will take it under consideration.
B.
Resident Howard Hill noted that the ground at Fieldcreek cannot handle
large volumes of water at once without starting to run down the street. He
proposed that turning the water on four times per day for 10 minutes would be
more efficient than the current practice of watering twice per day for 20
minutes.
C.
Resident George Furman asked for an explanation of the 2001 Architectural
Committee fees. Because this would take longer than the allotted 3 minutes per
topic, Karen Brigg offered to speak with him regarding this issue after the
meeting. Steve Cohen stated that he
is currently working on cutting down the number of Architectural Committee
Meetings held during the year.
D.
Resident Dan Grubic asked for an explanation of landscape maintenance
expenses. Rosalie Morgan responded that she had sent out four bids for landscape
maintenance and had accepted the lowest bid. Ms. Morgan also welcomed any input
from residents who may have “connections” with vendors who could offer lower
rates.
E.
The cost of the Parade was discussed. Rosalie Morgan explained that funds
for the Parade are generated from compliance violation fines.
F.
Ms. Morgan stated that between $26,000 and $33,000 is paid to the
Management Company.
G.
Ms. Morgan also stated that she has kept the Reserve Fund small. Ms.
Morgan noted that this was against the advice of EBMC, who encouraged her to
keep more funds in the Reserve Fund, but Ms. Morgan felt it was not necessary.
H.
George Furman inquired about the easement issues within Fieldcreek
Estates, stating that an explanation of the issue was in order, and also
expressed concerns that nothing was being done.
Rosalie Morgan assured Mr. Furman that there is on-going litigation
regarding this issue, that it is in fact being addressed, and that an
explanation to residents will be forthcoming as soon as it is possible to
release the information. Karen
Brigg also stated that the Board has taken action, and that an explanation will
be made as soon as the legal issues are resolved.
I.
Rosalie stated that she would like to have a Traffic Committee formed,
and encouraged residents to apply. This
will be an agenda item at a later date.
J.
The cost of Hospitality Baskets was discussed. Options for reducing the
cost were discussed. It was discovered that several of the residents had not
received Hospitality Baskets. Rosalie Morgan asked for and recorded the names of
all residents present who stated that they did not receive a Basket, and
promised that they would get one.
III.
Approval of Previous Minutes
The
previous meetings’ minutes were reviewed. Insertions that needed to be added
and corrections were discussed.
Motion: Rosalie Morgan
moved to approve the previous minutes, with noted corrections. Mary Ellen Wilkinson seconded the motion.
Motion carried.
IV.
Financial Report
The financials for September and
October 2002 were reviewed. Bob Canter explained how reconciliation’s are done
and how figures are arrived at. Discussion followed. Bob Canter explained legal
fees incurred. Rosalie Morgan informed the Membership present that the wrong
budget had been sent out to residents. The correct budget will be sent out and
the meeting to ratify will be rescheduled. Because the budget sent out with the
meeting notice was incorrect (not the budget approved by the Board), Bob Canter
stated the budget couldn’t be ratified at this time.
Motion: Bob Canter moved to
have the Budget Ratification Meeting held at his residence on December 21, 2002,
at 9:30 a.m. Gary Valerie seconded.
Motion carried.
Motion: Gary Valerie moved
to approve the financials as presented and discussed. Steve Cohen seconded. Motion
carried.
V.
Property Manager’s Report
Doug
McIntyre presented the Property Manager’s report.
Discussion followed.
VI.
Old Business
A.
Board to Appoint New Board Member
Steve
Cohen and Dan Grubick were the candidates for Board Member. Each candidate
stated reasons he felt he would be an asset to the Board of Directors.
Rosalie invited discussion prior to voting. Steve Cohen was elected as the new
Board Member. Rosalie advised Steve that he could now vote as a Board
Member.
B.
Board to
Elect New Secretary
Steve
Cohen was also elected Secretary of the Board.
Motion: A motion was made by Mary Ellen Wilkinson approving Steve Cohen
as new Board Member and Secretary. Bob
Canter seconded. Motion carried.
C.
Property
Management
Rosalie Morgan announced that
the Board of Directors had sent bids to other management companies and that the
Board was currently considering changing to Eddington and Associates to manage
Fieldcreek Estates Association, or keeping EBMC. Pro and Con discussion followed
this announcement. Karen Brigg delivered a presentation outlining the advantages
of keeping EBMC as Fieldcreek’s management company, and offered to match
whatever was being offered by Eddington and Associates.
Steve
Cohen offered that although there had been a few problems along the way, he was
very satisfied with EBMC as a whole. He
reminded the Board that Doug McIntyre had taken over as Property Manager under
difficult circumstances, and added that Doug has worked hard and made many
improvements in the short time since he took over as Fieldcreek’s Property
Manager.
Motion: A motion was made
by Steve Cohen to vote this evening and make a decision as to which property
management company would be managing Fieldcreek Homeowners Association.
Seconded by Bob Canter. Motion
carried.
It was agreed that EBMC
representatives would leave the meeting after adjournment, and the vote would be
taken thereafter. EBMC will be
notified in the morning as to the Board’s decision.
VII.
New Business
A.
Petty Cash
Motion:
Bob Canter made a motion for $250.00 to be available in Petty Cash for
the Hospitality Committee. Steve Cohen seconded.
Motion carried.
Motion: A motion was made
by Steve Cohen, to give Yvonne, who maintains the Fieldcreek website, a $50.00
gift certificate. Bob Canter seconded. Motion
carried.
B.
Website
Steve
Cohen will be taking over the job of Webmaster from Yvonne.
VIII.
Board Calendar
The Board Calendar was tabled until the next regular Board Meeting, February 12,
2003.
IX.
Correspondence
The
Lois Kidder memo was discussed. It
was agreed to table this
matter to the next Board Meeting, February 12, 2003.
X.
Schedule Next Board Meeting
The next scheduled Board Meeting is on February 12, 2003, at
the EBMC Offices.
XI.
Adjournment
There
being no further business, the meeting adjourned at 7:42 p.m.
Respectfully submitted,
___________________________
___________________________
Shirley
Ellis, Recording Secretary
Steve Cohen, Secretary
