Fieldcreek Estates Homeowners Association

Board of Directors Meeting

Wednesday, February 12, 2003

EBMC Conference Room

 

Board of Directors Members Present:              Bob Canter, Steve Cohen, George Toto,

                                                                                     Mary Ellen Wilkinson, Bryde Bates, Gary Valiere

Absent:                                                                      Rosalie Morgan

EBMC:                                                                        BJ Brown, Property Manager

                                                                                     Shirley Ellis, Recording Secretary

                                                                                     Chalon Hunsaker, Admin. Assistant  

                                                                                                                                                                                   

Call Meeting to Order

A.        Mary Ellen Wilkinson called the meeting of the Fieldcreek Estates Homeowners Association to order at 1:03 p.m.  A quorum was present.

B.        Ms. Wilkinson welcomed three guests (residents); Habib Kalantar, Kash Homayoon, and Leigh Parker, who were in attendance to discuss compliance issues,

C.        The Board elected a new Treasurer, Mary Ellen Wilkinson.  Bob Canter will serve in the capacity of Co-Treasurer.  Ms. Wilkinson will also remain in Office as Vice President.  Her title will be Vice President /Treasurer.

Motion:  Motion was made by Bob Canter to elect Mary Ellen Wilkinson Treasurer of the Board, Steve Cohen seconded:  Motion carried.

Membership Forum

A.        Habib Kalantar wished to discuss the violation notice he received for garbage and construction refuse left on his property.  Prior to his presentation, BJ Brown, Property Manager, advised Mr. Kalantar that he could either address his issues at this time, or in the Executive Session of the Board Meeting.  Mr. Kalantar stated that he was waiving his opportunity to speak in Executive Session, as he wished to discuss the matter with the regular Board at this time.  Mr. Kalantar presented his violation letter to the Board, stating his reasons for the construction refuse on his property. Discussion followed between the Board and Mr. Kalantar.  The Board presented their point of view regarding the volume of the refuse as well as the large area it covered, and the fact that Mr. Kalantar had been asked numerous times to remove it.  Mr. Homayoon was present to support Mr. Kalantar.

Motion:  Motion was made by Steve Cohen to waive all fines except the fine issued December 18, 2002 for $50.00.  Gary Valiere seconded, Motion carried.

Mr. Kalantar and Mr. Homayoon left the meeting at 1:19 pm.

B.        Ms. Leigh Parker also waived her right to be heard at the Executive Session of the Board Meeting.  She had received a courtesy notice regarding "barking dogs".  Ms. Parker asked for specific dates and times of the barking, as she said she was unaware that her dogs were barking excessively.  It was explained to Ms. Parker that whenever EBMC receives a complaint, we must issue a courtesy notice.  It was further explained that this is not a fine notice, simply a courtesy notice, and that Ms. Parker was not being fined.  Mr. Valiere offered that he walks past Ms. Parker's Residence frequently and has never heard her dogs barking.  Discussion followed.  Ms. Parker indicated that she was satisfied with the outcome of this matter and left the meeting at 1:31 pm.

Approval of Previous Minutes

The previous meetings’ minutes were reviewed.  There was an addendum to the December, 2002 minutes, which was done after EBMC had left the meeting.  It was decided that this addendum would be added to the existing minutes.  Bob Canter requested a change in the wording of a sentence in the Budget section of the previous meeting minutes.  It was agreed to make this change.

Motion:  Steve Cohen moved to approve the previous minutes, with noted changes.  George Toto seconded the motion.  Motion carried.

Financial Report

Bob Canter stated that he needs the December financials to obtain correct figures for accounts.  Prepaid dues were discussed, as well as the possibility of moving funds from the Operating Account to the Contingency Account.  Discussion followed.

Motion: Bob Canter moved to approve the Financial Report as presented and discussed.  Steve Cohen seconded.  Motion carried.

Property Manager’s Report

A.        BJ Brown presented the Property Manager’s report.  Ms. Brown distributed the updated Reserve Study to the Board.  She also asked for input as to what the Board would like to see included in the Property Manager's Report.  Ms. Brown stated that she will compose an "Action Item List" for the Board and will include it in Board packets.  Discussion followed.

B.        Ms. Brown recommended to the Board that the D&O liability amount be increased to $3,000,000 from the current $1,000,000, and that the Board acquire fire insurance on the improvements to the property.  Discussion followed regarding the need for fire insurance, since the only improvements owned by the Association are landscaping and irrigation systems.  Mr. Canter observed that the cost to re-landscape any one of the entries was estimated to be in the area of $25,000, and the Board was currently self-insured for any loss.  There are two entries to the Association that are vulnerable to a wildfire, as they are encroachments on Forest Service land, and this land is untamed, mostly sage and bitter brush with a major thoroughfare adjacent (Thomas Creek Road).  In case of loss, the Association is required by statute to restore the improvements.  If both the vulnerable areas were to be a total loss, the Board would have to obtain the necessary funds by special assessment to the membership in an approximate amount of $130 per door.  A number of the Board members expressed concern that the cost of insurance to cover the loss might be prohibitive.

Motion:  On motion made by Mr. Canter and seconded by Mr. Valiere, Ms. Brown was authorized to have the D&O insurance amount increased to $3,000,000, and secure estimates for the fire insurance to be presented at the next Board.  Motion passed.

Old Business

 A.       The Management Contract was discussed.  Bob Canter introduced BJ Brown as the new Property Manager and expressed great hopes for a new and rewarding relationship.

Motion:  Bob Canter motioned to accept the amended Management Agreement.  Gary Valiere seconded.  Motion carried.

B.        Sending information to residents by e-mail rather that by U.S. mail was discussed Steve Cohen informed the Board that there had been only one response to the e-mail issue by residents.

Motion:  Steve Cohen motioned to say "no" to e-mail due to lack of interest.  Bob Canter seconded.  Motion carried.

C.        Posting information such as agendas and minutes in a central location, as opposed to mailing them out was discussed.  BJ Brown advised the Board that this could be done, as long as all residents receive a calendar which details all meetings scheduled for the year.  Discussion regarding posting information in a central location followed.  Steve Cohen said he will also post the minutes on the web site.  BJ Brown said that she would look into the cost of an information kiosk or similar structure for posting the notices.

New Business

A.        Appointing a Nominating Committee was discussed.  Bob Canter read information to the Board regarding nominating committees.  Basic duties include nominating and counting ballots.  Bryde Bates stated that he would get a volunteer to help with counting the ballots.

Motion:  Bob Canter motioned to appoint Bryde Bates as Chairman of the Nominating Committee.  Gary Valiere seconded.  Motion carried.

B.        Committee Chairman position was discussed.  B.J. Brown will provide a list of committees and their Chairpersons.  Mary Ellen Wilkinson suggested having committee members give reports at the committee meetings.

Motion:  Bob Canter motioned that the Board Member who is liaison to a committee be authorized to appoint a new Chairperson without Board approval. Gary Valiere seconded.  Motion carried.

C.        Steve Cohen suggested replacing phone numbers on the web site list with e-mail addresses.  This issue will be included in the newsletter.  If anyone has an e-mail address to add to the list, let Mr. Cohen know, and he will take care of it.  There was general consensus that the phone numbers now shown in the meeting notices be removed.

D.        The amount budgeted for Spring Fling was discussed.  Discussion also followed regarding whether or not to continue having the Spring Fling based on how many residents have been attending.  It was decided that after this year's Spring Fling's attendance, it will be determined whether or not to continue this event.

Motion:  Mary Ellen Wilkinson moved that an amount not to exceed $1000.00 be budgeted for the Spring Fling this year contingent on the Board Members receiving a detailed plan from the President of what was being proposed and how much it would cost.  Steve Cohen seconded.  Motion carried.

E.        The dumpsters were discussed.

Motion:  Steve Cohen motioned not to deploy dumpsters this year.  Gary Valiere seconded.  Motion Carried.

F.         The Easter Egg Hunt was discussed.  $405.00 has been budgeted for this event.  Coffee and doughnuts will be served this year, there will not be a brunch.

G.        Steve Cohen suggested changing the main entrance to Fieldcreek at Silver Wolf into a central location for posting Board activities and information as previously discussed, as a means of informing residents while cutting down mailing costs.  It was decided that this issue will be put on the agenda for the next Board Meeting and discussed further at that time.  Mr. Cohen asked for any suggestions to be sent to him by email.

H.        Whether or not to continue putting up Christmas lights and decorations was discussed.  It was generally felt it would be best not to put them up anymore, but it was decided to table this issue to the June meeting, when the newly elected Board members could be included in the decision.

            Motion:  Bob Canter motioned to table the issue of no longer putting Christmas decorations and lights up to the June meeting.  Mary Ellen Wilkinson seconded.   Motion carried.

I.          Mary Ellen Wilkinson informed the Board that she knows of a person who is interested in doing work for Fieldcreek Estates in lieu of EBMC being their management company.  This would make Fieldcreek more self-governing.  He will make a presentation to the Fieldcreek Board if they would like.  This issue was tabled to the next Board Meeting and will be put on the agenda.

Board Calendar

The Board Calendar was tabled until the next regular Board Meeting.

Correspondence

The Lois Kidder memo was discussed.  It was agreed to table this matter to the next Board Meeting.

Schedule Next Board Meeting

The next scheduled Board Meeting is on May 7, 2003, 1:00 pm, at the EBMC Offices.

Adjournment

There being no further business, the meeting adjourned to the Executive Session at 3:07 p.m.

 

Respectfully submitted,

 

___________________________                                                       ___________________________

Shirley Ellis, Recording Secretary                                                            Board Secretary