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Fieldcreek
Estates Homeowners
Association BOARD
OF DIRECTORS MEETING Wednesday,
June 11, 2003, 1:00 p.m. – 3:15 p.m. Location:
EBMC, 294 E. Moana Lane, #18 Reno,
NV 89502 Board Members Present:
Steve Cohen, Mary Ellen Wilkinson, Bob Canter Board Members Absent:
Gary Valiere, Bryde Bates Homeowners Present:
Visitor, Allen Taylor EBMC:
BJ Brown, Project Manager
Jeannie Manor Henrie, Recording Secretary __________________________________________________________________________ I.
CALL TO ORDER - Roll Call President Steve Cohen called the June 11, 2003 Board of Directors Meeting to order at 1:00 PM. It was noted that, counting the Board Organizational Meeting held on May 15, this was the third consecutive meeting that Mr. Bates had missed, and per operation of the Bylaws, was presumed to have voluntarily resigned. Discussion of how to proceed was deferred to the end of the meeting. II.
MEMBERS FORUM (Members Right to Speak) Issue:
Outside lighting - vandalism - Visitor, Allen Taylor advised that he
was attending because of the Board agenda item of lighting. Upon discussion
among the Board, it was decided to address this item at this time and out of the
agendized order. Mr. Taylor stated that he has received typed anonymous letters
regarding his exterior lights shining into resident's homes. He expressed his
concern with the vandalism to his lights and that someone had spray painted his
globes on his pillar lights, further advising that he has made a sheriff's
report on the vandalism. After discussion among the Board, considering the fact
that outdoor lighting was related to resident security as well as ornamentation,
it was decided that it would not be feasible for the Board to establish
standards for outside lighting. Instead the Board believed that it was a
neighbor to neighbor issue, and all should be advised to be sensitive to
possible inconvenience from outdoor lighting. Board to Address via website, newsletter, there was discussion on whether the Board will confer with attorney on lighting issues. Solution: Invite neighbor to go to the neighbor and state their problem. Motion:
Mary Ellen moved to put article on web-site and an article in the next
newsletter. They Board concluded that it was not necessary at this time to
accrue attorney fees on this issue. Bob Canter seconded Motion. III.
MINUTES
Mary Ellen motion to Approve the minutes of May 7, 2003 as presented, Bob Canter seconded the Motion. Motion carried. IV. FINANCIAL
REPORT A. Bob Canter drew attention to two separate line items on the Budget comparison report. One being Landscape Review Fees and the other being Architectural Review Fees and the method of recording these fees. It was concluded that there was little value in tracking the amount of fees obtained for landscaping per se, and that all review fees would be coded under the Architecture Review Fees account. Since the Landscape Review Fees account has a budget for this year, it will continue to be reported on the Financials for for the remainder of the year, but will be dropped from the Budget for 2004.
Mary Ellen moved for Motion
effecting this action, Bob Canter seconded the motion. B. Bob Canter also advised that the reimbursement in full for utility charges had been received from the Fairways, and this issue was closed. V.
PROPERTY MANAGER’S REPORT BJ Brown gave an update on the issues she has
addressed and is currently addressing. BJ was asked to discuss two issues with Karen Brigg: a) What are the
tenets governing when a Board President may vote on issues arising in a meeting;
and b) does the organizational meeting of a Board, held immediately after an
annual meeting of the members and solely for the purpose of electing new
officers, need to be noticed and agendized. VI. OLD
BUSINESS A.
The Board discussed the Christmas
light issue. There was discussion on whether to continue to put the lights up
every year due to the vandalism and the cost to replace the damaged strands and
the additional lights that need to be purchased due to vandalism and
deterioration. The main issue is the median
planter areas and that there is no electricity to plug into unless an
extension cord is ran across the street, or additional outdoor outlets are
installed. Steve will send BJ the verbiage on the electrical that will need to
be installed in the center islands so a bid can be obtained. BJ
will inform residents by newsletter and give an opportunity to vote by ballot,
on whether to continue placement of holiday lighting or discontinue the
practice, considering the annual cost. The ballot will be sent with the next
newsletter. Members will be advised that the Board's decision will be governed
by those responding. The Board will review the response and make a decision at
that time. Mary Ellen moved that EBMC is to collect data of
actual costs for Christmas lights and variables. Motion:
Bob Canter motioned to gather more information and report back to the
Board at a later date, Mary Ellen seconded the motion. B.
There was discussion on the 4th of July parade.
Motion: Bob Canter moved to allow the
parade under the condition that there were volunteers to coordinate it, Mary
Ellen seconded Motion, and Motion carried. C.
There was discussion on the current standing committees. The board decided
to discontinue the following committees due to lack of volunteers. 1.
Security 2.
Community Affairs 3.
Landscaping 4.
And Rosalie Morgan was removed from the Hospitality Committee.
Bob Canter
becoming the Board liaison for this Committee. Motion: A motion was made by
Bob to discontinue these committees and seconded by Mary Ellen. Motion Carried Bob Canter advised that he had deployed one of the "yard beautiful" signs and asked what the procedure was for future awards. After discussion, it was agreed that BJ would nominate two yards at the first of each month, Bob would deploy the signs, and Steve Cohen will take pictures for posting on the web site. D.
Architectural
committee reports. 1. Steve Cohen discussed the grass issue and informed the Board that the Arc. Committee has taken the section that requires grass in front yards out of the Architectural guidelines and the committee will no longer enforce this requirement. The committee sees no reason to notify owners of this change, nor to provide a waiver of the landscaping plan review fees for those who would like to remove grass lawns to achieve a more environmentally friendly planting. 2. The
mobile Basketball standards were discussed and the conclusion of the
Architectural Committee was that, since there were no complaints from homeowners
there is no reason to establish guidelines. Mr. Canter observed that this was
not an Architectural Committee issue, but was within the province of the Board's
general powers of establishing rules and regulations. All agreed that should
tougher restrictions be established for these apparatuses, it may provoke more
requests for fixed standards, which the Architectural Committee would routinely
approve. Thus the "cure" would quickly become worse than the disease.
E.
Bob
discussed the Downs case and informed the Board that the Association's Motion to
Dismiss had been granted. A copy of the letter from Gayle informing the
Association that the suit against the Association had been dismissed will need
to be sent out to the homeowners. This will be included with the next
newsletter. There was discussion on whether or not the Downs will pursue either
mediation or arbitration. VII NEW
BUSINESS A.
Basketball
standards were discussed under architectural committee report. It was agreed
that the establishment of a rule governing these devices was undesirable. B. Off Road Vehicles were discussed by the Board. It is unlawful to operate or run an off road vehicle such as dirt bikes, four wheelers etc. within 500 yards of any residential area. An addendum will be added to the governing docs in relationship to this law. Bob Canter will draft this rule, and review it with the Association's attorney, and send it to all the Board members for comment. C.
Outside
lighting was discussed under Membership Forum.
D. The Board discussed the meeting time and place. For most of the Board members evening meetings would be more convenient. Bob informed the Board that by contract, the meeting time and place was to be at the Property Manager's convenience. Due to the large number of accounts BJ currently has, having night meetings would further take her time away from her family. Bob informed the Board as to the additional costs for evening meetings and the Board has considered that. BJ informed the Board that she would be willing to start at 5:00 PM, but would have a hard time going any later than that due to the length of the meetings. She indicated that 3 ˝ or 4 hour meetings were fine during the day and that the additional time that exceeds the two hour limit would not be charged if meetings were conducted during the day however if these meetings were conducted in the evening the Association would have to be billed for the additional time. Steve Cohen indicated that it might be worth the additional cost if we could gain more attendance from owners and Board members. Will continue this at the next meeting. May need to renegotiate the Contract with Management. BJ will discuss this issue with Karen Brigg and consider what additional personal financial recompense or other concessions (personal time off, etc.) she would want to hold evening meetings. All agreed that future meetings of the membership would be held in the evenings commencing at 5:30 p.m. or later. VIII.
DISCUSSION ITEMS
Board
Calendar was reviewed and discussed. Motion:
Bob Canter motioned to approve the
calendar; Mary Ellen seconded the motion. Motion carried IX. CORRESPONDENCE Bob Canter reviewed briefly a concern of Filiberto Ferroni conveyed via Lois Kidder, that Fieldcreek was not maintaining its portion of the landscaped Fairways entrance. Mr. Canter advised Ms. Kidder that Fieldcreek had no ownership, nor responsibility for maintaining, any of the Fairway's entrance property. X.
SCHEDULE NEXT BOARD MEETING Scheduled
for Wednesday, August 13, 2003, BJ will give and overview of the new laws
that have currently passed through the Legislation to the
Board. XI. ADJOURNMENT Bob Canter moved to Adjourn meeting, Mary Ellen seconded Motion.
Meeting adjourned at 3:15 p.m. Respectfully submitted, _____________________________
___________________________________
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