December 14, 2013 Monthly Open Board Meeting
by Buz Whelan
It was a short and sweet board meeting last Saturday. President Alex Leslie called the meeting to order at 9:30 and announced that the proceedings would be recorded due to the absence of the recording secretary Roxanne Chumacas. Present were the GM, the President, Vice President Dan Glasgow, Treasure Earl Frank, and Directors Millie Bishop and June Solla. Absent were Secretary Carmen Broadnax and Director Margaret Fitzgerald. Leslie also pointed out that since the recording device being used had a one hour capacity, the meeting would have to be limited to that time.
As he made the President’s Comments, Leslie thanked June Solla for her work in organizing the Veterans’ Day ceremony. He also thanked the GM for his and the maintenance staff’s efforts in keeping the roads drivable during the late Fall storms we’ve had. This was accomplished in spite of equipment problems that presented challenges in addition to the snow and ice.
Treasurer Earl Frank also kept his remarks brief stating that revenue exceeded projections by about $34,000 while the overall budget was under by approximately 10%. This in spite of the fact that the bar and grill are approximately $14,000 over costs. We have collected in total $1,093,000 in dues and other income which is on a par with the previous year. The reserve fund stands at $262,000, with new capital reserve at $10,000 after the paying of the paving for the compactor.
General Manager Allen Roth reported that with the current snowfall expected to be substantial, he had a shift that would continue to midnight and then would be relieved by a shift beginning then and continuing into the next day. All equipment is (was) currently operational. He also reported that he had put out an RFP for a new auditor. In response to a question from the November meeting, he told the room the association currently bills 1,633 improved lots (homes) and 349 unimproved. He also announced that the Emerald News would be delivered to the community on Friday, December 20th.
Under old business a report on Clause 15 properties was postponed due to the absence of Secretary Broadnax. In response to a question, the president explained that these are properties that are within the borders of Emerald Lakes but whose owners opted out when the association was established. According to preliminary opinion of counsel, these properties may be obligated to join the association and pay dues since they enjoy many of the services provided. More on this will be revealed next month.
Only one engineering firm has so far expressed interest in the Pine Tree Dam Valve and evacuation pipe repair project. Ace Engineering has offered to provide divers to determine the precise scope of work. According to GM Roth, the current leak may not be as severe as previously believed and, therefore, the time frame for repair may be more like five years than two or three.
There was a third and final reading of Resolution #24 which will restore the late fee charged on dues from 2 1/2% to 10%. When the association went to quarterly payments, some math-challenged individuals changed the late fee to two and one-half per cent on the mistaken notion that four quarters of that would equal 10% annually, which, of course, it does not. It equals two and one-half per cent. This is now corrected.
There was also a third and final reading of Resolution #25 which will put the burden of credit card transaction discount on the member using a card. (When a credit card is accepted, the accepting party receives less than 100% of the total charge. Generally they are charged a fee of 2 to 4% by the clearing house. This is referred to as the discount fee.) The new rule will be effective with the 2014/2015 billing, generally mailed around the 22nd to 24th of February.
Under New Business the GM reported that he has an appointment scheduled with an engineering firm to examine what needs to be done to bring the community center up to snuff. Among the repairs and improvements needed are a new HVAC system and improved insulation. The condition of the roof and underpinnings will also be examined.
President Leslie announced that the new Committee Chair Council will be meeting at a time and date TBD, probably January or February. The purpose of the committee is to improve communication between the committees, with an eye toward greater cooperation on common projects. The president also said that he will allow the council to brainstorm at its first meeting to set its own goals and objectives.
It was announced that the newly renovated conference room in the administration building has had new chairs delivered. A new conference table is also expected soon.
After a motion to welcome new members, three of which are repossessing banks, the meeting was adjourned at 10:22am.
Posted on December 16, 2013, in BOD Meetings and tagged Board of directors, Buz Whelan, Community centre, Emerald Lakes, Emerald Lakes Association, General manager, HOA, Homeowner's Association, June Solla, Margaret Fitzgerald. Bookmark the permalink. Leave a comment.