BOARD MEETING MINUTES
NOVEMBER 6, 2006
The meeting was called to order at 3:00pm. Board members present were: Mr. Deken, Mr. Sloan, Mr. Divoky and Ms. Weaver. Also present was the General Manager, Mr. Flynn. In Mr. Pontek’s absence, Ms. Weaver presided at the meeting.
Following perfection of the agenda, these items were discussed/acted upon:
1. The minutes for the meeting of 10/25/06 were presented for approval. Motion for approval was made by Mr. Sloan, seconded by Mr. Divoky. The vote was unanimous.
2. Motion was made by Ms. Weaver and seconded by Mr. Sloan to approve Mary Middleton as chair of the Rules Committee. The vote was unanimous in favor of this motion.
3. Motion made by Mr. Deken and seconded by Mr. Sloan to maintain the homeowner assessment at the current level of $600/semi-annually at least for the January billing cycle. The vote was unanimous in favor of the motion. The discussion included concerns about making changes to this amount without the ability to carefully analyze the budgetary needs of the Association prior to November 15, which is the date that the statements should be mailed to the homeowners. If budgetary analysis supports an adjustment to the homeowner assessment, such an adjustment can occur in the mid-year statements. The content of the statement was also approved and will be forwarded to AAM by Mr. Flynn.
It was also noted that the Board needs to schedule its budget meeting with all committee chairs and Mr. Flynn was directed to schedule this for the end of the month. November 29th was suggested as a tentative date.
4. The General Manager presented recent staffing changes and adjustments in assignment. The new Property Manager, Ron Kotnik, was introduced. A new restaurant manager, Nancy Jo Pisoni (JoJo) was hired, and the search is underway to replace the position vacated by Traci Smiley. Another restaurant manager, Jennifer Shwartz, has also been hired to replace a manager who is departing. Because the position of Activities Director is currently vacant, those duties have been reassigned. Ms. Pisoni will be assuming responsibility for those social activities that relate to Association parties, such as the Monsoon Party, Fourth of July, Veteran’s Day, and the like. She will do this in addition to be serving as a restaurant manager. Ms. Dittman, who works in the Patrol Office, will handle the Arts and Crafts related activities, such as booking of the rooms, collecting instructor fees, taking care of the bulletin boards located at that building, issuing the events calendar, and overseeing equipment maintenance related to A&C equipment. Ms. Barker will be coordinating other entertainment events, including the scheduling of buses and escorts for the performing arts series.
Mr. Flynn also suggested that the Food and Beverage Committee’s subcommittee on social activities be re-established to provide recommendations and assistance to the staff. He will follow up with the Committee chair, Mr. Connors. There was Board consensus of this direction.
5. Ms. Weaver informed the Board that we have been asked by Phase II to meet with them to discuss the Reciprocal Agreement currently in place with them. She pointed out that it appears to have already been modified by Phase II and more changes may be on the way. Ms. Weaver and Mr. Sloan will represent the Association at this meeting.
6. Mr. Divoky presented a survey proposal to the Board from DEI, LLC. This proposal provides for a survey of all common area boundaries as well as for aerial photos. A motion was made by Mr. Divoky and seconded by Mr. Deken that such a contract, not to exceed $50,000 be entered into by the Association to be completed as part of the transition documentation. The vote was unanimous.
7. Ms. Weaver notified the Board that Intel has offered to make a presentation to the homeowners, and it was agreed that this could be a topic for a future Town Hall meeting.
8. Mr. Flynn noted the need to have an Arts and Crafts usage policy to address some issues that have been raised over the charging of fees, use of the equipment, etc. The Board requested that Mr. Flynn direct staff to gather information concerning usage and current fee structures and report back at a future meeting.
9. At approximately 4:30pm Ms. Weaver made a motion to go into closed session to discuss a personnel matter. Mr. Divoky seconded the motion. At approximately 5:00pm the Board returned to open session and adjourned the meeting.
Submitted by:
Judith A. Weaver, V.P./Sec’y