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FIELDCREEK ESTATES HOMEOWNERS ASSOCIATION BOARD OF DIRECTORS MEETING September 16, 2008 Wolf Run Golf Course MINUTES OF MEETING
Present: Pablo Gomez, Nick Pappas, Mark Bacon, William Jastrow, Gary Bria, Lester Cohen Absent: Barry Ojers Also Present: Malinda Baldridge (EBMC), Linda Woosypiti, Recording Secretary _____________________________________________________________________________ I. CALL MEETING TO ORDER Pablo Gomez called the meeting to order at 5:30 p.m. with a quorum present. II. MEMBERSHIP FORUM Steve Cohen commented regarding Arrowcreek and Fieldcreek and the fact that the county was interested in the corner of Zolezzi and Fieldcreek where there was supposed to be a park put but nothing ever came of it. Also, fifteen years ago when Arrowcreek was developed, there was a fire station that has not been built as part of the Sierra Fire District. This issue will go to the ballot in November and Mr. Cohen thinks it will benefit everyone in Fieldcreek and Arrowcreek as a fire station is very much needed. Dale Kiriaze noted several discrepancies of trailers and trash in the Fieldcreek community and wanted to know if there was feedback. He has a current list of about 35 more people in violation with trailers, motor homes, trashcans, tree limbs cut out, tires, plywood out, which are all concerns as they want to keep values of property up and to keep in line with the CC&Rs. Pablo Gomez said that Malinda Baldridge drives through the community and he will go by a week or two later to check to see if the same problem exists. Sometimes they move trailers and then move them back. The Board wanted to share the fact that they have a violation log that they go through and keep track of them. They also wanted to note that what Mr. Kiriaze is doing is great as they want to take care of these things on a regular basis and would like for him to keep on top of it. The biggest items noted would be utility trailers left out, even though trashcans and bins are bad also. The Board said there is a newsletter that will be going out to homeowners next week that lists some of what they were talking about as quick reminders regarding these issues. Small political signs are allowed, but will need to go down after the election. Maureen wanted to make everyone aware regarding the Reno fire station no. 14 by Wal-Mart as it is left unattended for people to fill in at other stations, so Fieldcreek does not have coverage. If there is a call, someone from out of the district has to respond. There was a discussion of the fire protection district and some of the issues surrounding it. Steve Cohen spoke again in reference to being the webmaster for Fieldcreek for six years and has complained that no one had contacted him for the garage sale and that EBMC is behind in getting things to him. There is currently no update of officers on the website. Information only is listed. He had a contract for four newsletters a year, but this has not happened. He has no problem continuing taking care of the website. Gary Bria indicated he will contact him regarding some of these issues. Mr. Cohen commented that he can upload a pdf version of CC&Rs and is waiting for them, but stated he had not received them. Ms. Baldridge said that she sent them to him, but it was too big for him to open. She suggested not to put the full set of CC&Rs on the website, but it was decided to get them on the website, possibly at a lower resolution when it is scanned. Mr. Cohen stated that he needs contact and support as he needs agendas and minutes to post as well. This will be an agenda item for the next meeting. III. VENDOR REPORTS Nothing at this time IV. MINUTES A. Review and Approve June 25, 2008 Minutes Nick Pappas moved to approve the June 25, 2008 minutes as presented. Mark Bacon seconded the Motion. Motion carried unanimously. V. FINANCIAL REPORT A. Board to Review Financials Nick Pappas reported regarding the Association’s accounts. In the operating account is $55,946, and in Heritage Bank, they have $29,998 in construction deposits. He feels, though, that some of this money belongs to homeowners that filed applications, did the construction work and they did not contact EBMC for their deposit refund. The Board will be sending out notices to people that have addresses on file and will send out letters to each account to contact them. It is not the Association’s money, it belongs to them and the Association is obligated to put notices out. This has been talked about for six or eight months now. Operating cash is at $110,000 and reserve at $10,000. A CD was taken out for 4% plus. Dues have stayed the same at $150 per year and no anticipation that at any time soon that the dues would have to be raised. As far as the Reserve fund, the Board most recently said that they would set aside $1,000 per month for purposes of perhaps taking care of the Silver Wolf-Zolezzi entrance. There is a little over $10,000 in account now. William Jastrow moved to approve the Financial Report. Nick Pappas seconded the Motion. Motion carried unanimously. The Board is not considering doing anything different because they do not want to raise the dues. Landscaping is big issue that will be addressed, but the Board is trying the best they can to keep everything the same. The Board asked EBMC to hold management fees for 2009 and not raise them. In answering a homeowner question, dues is paid on undeveloped plots. Construction deposit letters will be sent out and the Board in hopes to get them back by October. If they cannot find the particular homeowner, the question was asked as to where the money will go. Association fund? State? They will try through the State County Assessor’s Office for recent name and address, which is the best way to do. Also, a nationwide search will be attempted, and hopefully the Board will be able to locate all the homeowners in question. B. Board to Review and Update 2009 Budget The budget is the same as 2008 at $58,050. Fairways are no longer part of budgetary system. A few changes were made. One change was in lower legal fees, because they shouldn’t be as high. Architectural plan review was at $250 last year and this year will be lower. Accounting fees were high as the required audits brought the amount up. Management fee will remain the same at $25,740. Mr. Pappas noted that they looked at other companies and EBMC came out on top. As discussed above, they will be setting aside $1,000 per month for any improvements that will need to be done. Operating expenses are almost the same as last year with net income down $4,126 now up to plus $8,900. The Association is watching what they are doing so they do not have to raise dues. The bottom line number was changed to $60,650 total income with the few changes mentioned above. William Jastrow moved to approve the 2009 Budget. Mark Bacon seconded the Motion. Motion carried unanimously. C. Update regarding internal audit of Construction Account This item was already discussed above. VI. COMMITTEE REPORTS There was one new homeowner received from the title company according to Ms. Baldridge. Architectural Committee – nothing to report at this time. Very little has been needed, mostly patio covers, landscaping changes; nothing out of the ordinary according to William Jastrow. VII. OLD BUSINESS A. Board to discuss Xeriscaping entrances options and plans Silver Wolf-Zolezzi entrance landscaping. Gary Bria stated that this has been a problem for years with water running off at the area and asked to be able to work on the system. As a group, they have been discussing how to solve this issue. The sod will be cut off and they are trying to get bids for xeriscaping so there will not be run-off and will have something that looks nice and will save on water. They have also been discussing options and getting bids from local landscaping companies. This project will not be cheap, but they are looking at options for doing a nice job but not spend a whole bunch of money. Taking out sod is a big expense, but the golf course wants the sod and they are willing to put up the labor to do it. Trees and shrubs are already there. They do not need to take significant action until March, but want to get bids relatively soon. The Board clarified there were bids, but they want re-bids since the sod item will be taken care of by the golf club. The Board will ask the main landscape company to come out to look at the area and show them what the Association wants. The Board will go through plans they received and scale back and get a final plan to work with. Four or five landscaping companies have been contacted for bids. Minimal maintenance will be a priority. The Association’s water bill is around $4,000, and a majority goes to that entrance. The new drip system will save money. The date for a work session will be set after October 8 to look at the island at Silver Wolf and Zolezzi. VIII. NEW BUSINESS A. Board to Review and approve Management Contract The contract was discussed. There was a change noted regarding allowing for evening meetings. The Board will probably alternate the meetings to some in the mornings at EBMC and some at the golf course. In reviewing the contract, at the top of page 9 under a start up fee of $500 to be paid, Ms. Baldridge indicated that this is not applicable. Under C it states that the monthly management fee will increase, but Ms. Baldridge stated that this would be for next year when the contract is bid again, and it would be negotiated at that time. There was a question on the issue of termination of the contract by either party (pages 13 and 14) and the obligation to pay upon termination. Ms. Baldridge told the Board that a 30-day notice in writing will assure no obligation to pay any fee. Any necessary changes in the contract can be made in the form of an addendum after discussion of contract with District Manager, BJ Brown, with any concerns or changes. William Jastrow moved to approve the 2009 Management Contract. Nick Pappas seconded the Motion. Motion carried unanimously. B. Board to review and approve collection company Hampton and Hampton for collections Ms. Baldridge noted that the Association does not have a lot of collections, but if there are any, the current attorney they are using is very slow because she is busy with Association busy. Ms. Baldridge would like to make sure that if there is a delinquent homeowner that they get faster action to begin the collection process. This issue has been discussed at great lengths by the Board in the past. They would like to work with someone whose main business is collections. The Collection Policy is followed regarding liens etc. Cameron Clark is director of collections or they can contact attorney Miles Hampton, who will be here to give a presentation. They charge the delinquent homeowner, not the Association. Nick Pappas moved to adopt the firm of Hampton and Hampton for collections for Fieldcreek. Mark Bacon seconded the Motion. Motion carried unanimously. IX. CORRESPONDENCE There were no items to report. X. SCHEDULE NEXT BOARD MEETING October 28, 2008 at EBMC at 10 a.m. XI. ADJOURNMENT There being no further business, the meeting was adjourned at 6:30 p.m.
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