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Annual Member & Board Meeting Minutes FIELDCREEK ESTATES ANNUAL MEETING Saturday, May 15, 2004 South Valleys Branch Library 15650A Wedge Parkway, Reno, Nevada MINUTES OF MEETING Present: David Collier (President), Leonard Distaso (Vice-President), George Toto (Director), Bob Canter (Treasurer) Absent: Gary Valiere (Secretary) Also Present: B. J. Brown (EBMC), Marsha Conway (to take Minutes) I. CALL MEETING TO ORDER/ROLL CALL President Collier called the meeting to order at 9:38 a.m. He welcomed the members to the meeting and announced that there was a not a quorum present; therefore, no voting could occur. He stated that the agenda items would be heard as informational items only. President Collier introduced the Board of Directors to the members. II. PROOF OF NOTICE OF MEETING President Collier reported that the meeting was properly noticed. III. ESTABLISHING A QUORUM President Collier reiterated that a quorum had not been established and that this meeting would be for informational purposes only. IV. MEMBERSHIP FORUM A. A resident requested to know why no biographies were mailed out to the members relating to the individuals seeking appointment on the Board of Directors. President Collier stated this is normally completed and that procedures will be implemented to ensure this occurs in the future. B. Another resident pointed out that some of the ballot names were misspelled. He stated that the name Pedro Gomez should be changed to Pablo Gomez. Mr. Toto’s name also required spelling correction. C. A resident stated that her neighbor is concerned regarding the watering on Silverwolf and Zolezzi Lanes. She reported that the water is running down the street. President Collier stated this matter would be brought to the attention of the Landscape Committee. He stated that this could be discussed under Agenda Item VIIID. V. READING OF MINUTES Due to lack of a quorum, this item was not discussed. VI. FINANCIAL REPORT Board member Canter, who holds the position of Treasurer, reported that at the end of 2003, Fieldcreek Estates had an excess of $26,679. He stated that there was an increase in forecasted revenues in the amount of approximately $4,000. There was also a reduction in expenses in the approximate amount of $22,700. Of this amount, approximately $7,000 relates to the contingency fund. Board member Canter explained the use of the contingency amount. He reported that this year, there were no unanticipated costs, and therefore, the contingency amount was not used. Board member Canter reported that approximately $9,600 was saved on the management contract. Board member Canter reviewed the objectives of the Board of Directors. He stated that bids were obtained from other management companies to manage Fieldcreek Estates. EBMC matched the lowest bid. In December 2002, the Board chose to remain with EBMC Board member Canter reported that the annual budget preparation begins in September of the prior year. This is required for notification purposes. He reviewed how this affects the budgeting process. Board member Canter stated that the $22,700 has been placed in a contingency operating fund. This will be used to buffer future expenses. He stated that because of this buffer, it is projected that a dues increase will not be necessary until approximately 2007. Board member Canter reviewed the reserve study which concluded in 2000. He stated that an update of the reserve study was completed in 2001 and recommended that approximately $657.70 per month be placed into the reserves based on the estimates received. Board member Canter stated that he was not satisfied with the reserve study and the reserves appeared under funded. He reported that a new reserve study was approved. The new study concluded in 2002 and recommended the amount of $3,600 as the yearly contribution for 2004. As a result, the fund has been under funded. Board member Canter stated that the contingency operating fund will be used to fund the reserves as they are needed, without having to raise the dues. Board member Canter stated that income relating to fines, legal fees, and other legal actions are typically under estimated. He stated that this is because the fines are not considered a source of income, but a method to insure compliance with the CC&R's. Board member Canter reported that members received two notices prior to being fined and scheduled for hearing. Board member Canter reported that the non-recurring sources of income included: a) $600 carried forward from the Internal Revenue Service for payment of federal income taxes. Due to current tax and interest laws, a refund of this amount was requested; b) $700 was refunded for utilities for the Fairways Association; and c) state ombudsman fees from l999 had been billed inappropriately by the State of Nevada. Savings in this area were incurred after the State of Nevada was contacted and the dues amount corrected. Board member Canter stated that the amount of approximately $l,650 was saved in water expenses last year. This was the result of hiring a new landscaper, Gary Bria, who has been diligent in ensuring that the water is used efficiently. Board member Canter reported that the new landscaper also charges less than the previous landscaper. At this point, Board member Canter invited questions relating to the financial report from the members. There were no questions. Board member Canter next reported on the financial reports of January through March 2004, which had been reconciled. Board member Canter reported that approximately 85% to 87% of the association dues have been collected. He reported that expenses are either on target or below budget. Board member Canter announced that this was his last meeting as treasurer and as a Board member. He stated that a new treasurer will report to the members next year. Board member Canter stated that budgeting for the reserves has not been budgeted as have already been funded. Board member Canter reviewed the changes to the bank accounts. The purpose of the change was to meet FDIC requirements relating to corporations. President Collier commended Board member Canter on this excellent record keeping and thanked Eugene Burger Management Corporation for providing the reports in a timely manner. VII. PRESIDENT’S REPORT President Collier announced that last month was his first meeting in the capacity as President. For this reason, he requested that the Board members who had served during the year, provide the members with the update. Board member Canter reported that over the last year a number of activities did not come to fruition. He stated that Fieldcreek Estates has four landscaped entrances. The entrance at Thomas Creek and Evening Song and the one at Thomas Creek and Field Creek are both benignly approved encroachments on either county or forest service land. He clarified that the land on which the monuments and lights are placed is not owned by Fieldcreek Estates. Board member Canter stated that an encroachment permit has been explored for this land. This permit would be revocable. He gave an update of this matter to date. Board member Canter reported that if the County sells the land which is at Thomas Creek and Field Creek, which is approximately three acres, the County would, most likely, request that the monuments be removed. Board member Canter reported that he has also spoken with the Forest Service regarding their land. The Forest Service is comfortable with the benign use to which Field Creek Estates is using the land. Board member Canter reported that this land is on the Forest Service list of lands which is being negotiated with by the County for a land swap. Board member Canter reviewed the reasons for the land swap list. If the land swap does occur, then the benign use by Fieldcreek Estates may be affected. Board member Canter stated that a land swap with the County had been explored. Fieldcreek Estates had hoped to trade some project open space at Zolezzi and Field Creek for the land at Thomas Creek and Field Creek. This trade did not occur due to the method of land assessment. Board member Canter provided a detailed explanation of the assessment issues which prevented the land swap. Board member Canter stated that the Board becomes involved in matters such as this. He stated that these can be very time consuming. VIII. COMMITTEE REPORTS A. Architectural Committee – There was no report from this Committee. B. Hospitality Committee – Barbara Leusing, Chairperson of the Hospitality Committee, was in attendance to present a report. She presented a written report dated May 15, 2004 to the Board and also provided a verbal summary to the members. Ms. Leusing reported that 50 welcome baskets had been delivered to new homeowners since the last annual meeting. Ms. Leusing reviewed the composition of the food baskets, which includes food, coupons, flyers and a welcoming note from Fieldcreek Estates. She announced that, in the past year, vendors who had provided discount coupons for the baskets included: 1) Winner’s Corner Full Service Car Wash; 2) Bully’s Sports Bar and Grill; 3) Port of Subs; 4) Quiznos Sub; 5) Sparky’s Bar & Grill; and, 6) Mail Boxes, Etc. She stated the average cost of each basket is $16 to $20 dollars. Ms. Leusing announced that a homeowner’s directory is no longer being prepared. The last directory was completed in July 2003. She stated that there have been no additions, changes or deletions since last publication. Ms. Leusing requested to know what should be done regarding the directory. President Collier stated that this matter would be placed on the next Board of Director’s agenda for discussion. C. Traffic/Safety Committee – Board member Valiere was not in attendance to present an update. Board member Toto reported that there has been increased police presence to deter speeding. He reported that the Sheriff’s Department will be reviewing the streets, in the future, for possible traffic calming. A homeowner suggested that the trees should be trimmed on the side of Thomas Creek/Field Creek intersection. He stated that the trees block the view. D. Landscape Committee – Gary Bria was in attendance to present a report. He gave an update on the sprinkler system, including the areas which have been improved and the areas which still require improvement. Mr. Bria announced that the sprinklers are being adjusted on Silverwolf and that he has completed the drip system on Evening Song. Mr. Bria reported that the timers on all the sprinkler systems have been changed and that the lighting boxes have also been changed. He reviewed the recent theft of several timer boxes. Mr. Bria requested that members report unauthorized individuals who may be near the timer boxes. He reviewed the deterrent use of boxes which have been placed on the timers to prevent future theft. Mr. Bria stated that he is open to suggestions for improvement and requested that members contact him regarding repairs. President Collier requested to know if a vote was required to request a bid to fix the sprinkler heads. Board member Canter clarified that a landscape contractor is required for this project. He stated that informal bids have been given in amounts between $25,000 to $36,000. Board member Canter clarified that this bid is for the Silverwolf median strip area. He reviewed the history of this area and the changes required. Currently grass is placed in this area. Zero-scaping is desired in this area. Board member Canter stated that there is not funding to complete this project. He stated that a volunteer program was suggested by Nancy Furman. Board member Canter stated that the grass would be replaced by river rock, large rocks, and drought tolerant plants and trees in an attractive landscaped manner. The median is slightly over 220 feet long and varies from eight to twenty-two feet in width. President Collier suggested that this matter be agendized for the next meeting. He suggested that consideration of a committee to form an action plan be discussed. A general discussion regarding the work required to complete this project followed. Board member Canter stressed the need to create a plan before proceeding. President Collier requested to know if the bushes at Thomas Creek and Field Creek could be trimmed. Mr. Bria stated that this will be added to his task list and completed. IX. OLD BUSINESS None. X. NEW BUSINESS A. Members Election of Directors – President Collier announced that the votes had been tallied. There was a tie between Paris Adams and George Toto for one of the positions. He announced that there would be a re-vote on this position at the next meeting. He stated that the biographies will be included in the next mailing to members. President Collier announced that the new Board was composed of: David Collier; Leonard Distaso; Pablo Gomez; William Jastrow; Barry Ojers; and, Tim Ottman. The final position will be decided at the next meeting. It was announced that the Board of Directors meeting scheduled to follow immediately after would not be held. XI. ADJOURNMENT There being no further business, the meeting adjourned at 10:30 a.m. |
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