Board Meeting - February 10, 2009

These minutes were approved at the Board meeting on March 10, 2009.

Meeting called to order at 6:30 p.m.

Members present:

1. Steve McIntire
2. Jim Jenkins
3. Gloria Foreman
4. James Manning

Owners present:

1. Lawanda Manning

1. Approval of minutes:
a. January 13, 2008 minutes. Gloria moved to approve and James seconded approval of the minutes. . The motion passed unanimously.

2. Election of Officer: Gloria nominated James as Secretary & Steve Seconded. The motion passed unanimously.

3. Wes from NWCM:

i. Discussion of Annual Meeting and process. Wes will do brief of discussion of Association’s responsibilities and conduct election. While votes are being counted, Jim will give state of union. Announce vote and open for questions with maximum of 5 minutes. Adjourn meeting and educate new board members, including providing board member book.
ii. Discussion of reserve account, e.g., maintenance reserves versus special reserves for contingencies. Wes will look into it.
iii. Discussion of quality control. NWCM advised the financial statements inconsistencies were resolved and they feel better about the quality control of accounts and communications.
iv. Bob Mulkey shared he will be on site tomorrow and invited people to ride along so he can be aware of issues the board considers important during site reviews. Bob will be present every other Wednesday (2nd & 4th Wednesdays of each month).
v. James asked if the hearing was mandatory or if it’s up to the owner to request a hearing. Wes confirmed the latter.

4. Hearings. None.

5. Updates & Appeals:

a. Pool - 4867 Stagecoach (Howpun). The pool has been removed and the fines will now cease. Member wrote letter indicating pool was removed on the 15th of November, which we know is untrue. James does not think a reduction is warranted based on lack of evidence to the contrary. James moved that the appeal is denied. Gloria seconded and the motion passed unanimously.
b. Lawn - 1252 Throne – (DeGuzman). A letter was sent to the owner reflecting the board’s previous vote. The owner again requested a complete waiver. James and Steve do not believe the fees should be further waived. James moved and Steve seconded to deny the additional request to eliminate the fines. The motion passed unanimously.
c. Parking Issue - 1122 Peascod (Hernandez). Sent first letter re please comply.

6. Northwest Community site report. Bob made the report re site review. Steve asked Bob if he looks for things like structures that have no ARC approval. He said he does look, but will give more attention to these kinds of issues. Jim asked about a particular strip on Avalon that is a weed patch. Jim wants to know if the property is owned by RC or someone else so we can resolve who must maintain the property. Bob will look into it. James also asked about a vehicle on Hyde that appears abandon. Bob will look into it and send a letter to the owner. Gloria moved to accept the site review and James seconded the motion. The motion passed unanimously.

7. Financial Report:

a. January: No report.
b. Pearl Buck Center: Jim shared Pearl Buck does not charge rent, but does take donations. James moved we donate $50 each month to Pearl Buck. James moved and Gloria seconded the motion. The motion passed unanimously.
c. Galvez: requested the three months to pay his assessment. Steve moved and Gloria seconded the motion. The motion passed unanimously.

8. Committee Reports:
a. ARC Report: No reports
b. Safety Committee Report: Cross walk is complete.
c. Neighborhood Watch: No report.
d. Investment Property Report: No report.
e. CC&R Committee: No report this month.
f. Newsletter Committee: The newsletter went out.

9. James moved to accept and Gloria seconded the motion to accept all the committee reports. The motion passed unanimously.

10. Old Business:
a. Financial Hardship Policy. James moved to table the proposed policy until after the new board is elected.

11. New Business.
a. Notices of the Annual Meeting went out along with proxies. A post card will also go out next week. Jim also asked about knocking on doors to ensure we obtain a quorum. Steve suggested Wes advise how many proxies we have an if we do not have a quorum via proxies, we knock on doors with proxies so we muster a quorum. Jim gave a report on obtaining magnetic signs to put on mail boxes. There are three different styles. Prices range from $400 to $700. Steve moved we purchase the PVC signs in Yellow and ask that they be installed before the annual meeting.
b. Tax Preparation. James moved & Gloria seconded we hire Anthony Matson to complete the taxes. The motion passed unanimously.
c. Notice of sale 1087 Holloway.
d. Maintenance Plan. No monument light & Rexius handles the maintenance. James moved & Gloria seconded the motion to bark dust the trees & the monument. The motion passed unanimously.
e. Homeowner request to pay dues over three months. James moved and Gloria seconded the request. The motion passed unanimously.
12. Public Comments:
a. Kevin Miller. Sent email re concern about the number of rental units. Steve shared the Investment Committee has not followed through on finalizing the process. James and Jim will work on this.

13. The Annual Meeting is March 3, 2009 and the next Board Meeting will be March 10, 2009 at 6:30 p.m. at Pearl Buck Center.

14. Adjournment: James moved to adjorn and Gloria seconded the motion. The motion passed unanimously. The meeting Adjourned at 7:50 p.m.