BOARD MEETING MINUTES
December 4, 2006
Directors present were: Duane Pontek, Pres., Bob Deken, Treasurer, Judith Weaver, VP/Sec’y, and Chuck Sloan. Also in attendance was Ken Flynn, GM.
The meeting was called to order at approximately 8:10AM.
The minutes of the November 29th meeting were approved as amended. The agenda was approved.
The following items were discussed and action taken:
1. The Potluck Policy and accompanying liability waiver and release were approved. Mr. Pontek wanted the policy amended to remove the reference to potlucks that are held as memorials. His preference was that the Memorial Policy stand on its on. After discussion, the motion remained as originally offered, which was adoption of the Potluck Policy as written. The vote was 3 to 1 in favor, with Mr. Pontek voting no.
(Motion by Mr. Deken, second by Mr. Pontek)
2. Membership ID cards were discussed with a presentation by Ms. Bunce, Image Committee chair regarding meetings held with the graphics company designated by Wells Fargo to work with us on the cards. She presented their graphic design and concerns about the card stock to be used. The motion was made to accept the design with the modification to the background recommended by Ms. Bunce and with the IronOaks logo; and to authorize Ms. Bunce and Mr. Deken to meet with the appropriate representatives of Wells Fargo and the graphics company to resolve the issue of the card stock to be used. The motion was approved unanimously.
(Motion by Ms. Weaver, second by Mr. Pontek)
3. A motion was made to approve the IronOaks logo and name for use as a replacement for the terms “Phase III” and “SLHOA#3” in our documents and promotional material. The vote was unanimous.
(Motion by Ms. Weaver, second by Mr. Pontek)
4. The report from ALC on the number of homes currently for sale resolved the issue of the for sale signs.
5. The format for the Town Hall budget presentation was discussed with agreement that a walk-through will be held prior to the Town Hall meeting.
6. Discussion was held concerning the need for an investment policy. There are currently two drafts of such a policy and the investment subcommittee will be asked to review them and come to the Board with a recommendation.
7. According to the current rules, an exception to usage of the main pool by children may be approved by the Board for holiday periods. A motion was made that children ages 2-17 be allowed to use the pool from noon to 3:00PM from December 20th to January 2nd so long as the homeowner hosting the child(ren) is present. Any children not accompanied by a homeowner will be asked to leave the pool area. The motion was approved unanimously.
(Motion Ms. Weaver, second Mr. Deken)
8. The Board reviewed the Reserve Study funding options and the recommendation of the Finance Committee that the current contribution level of $144 per household be increased to $250 per household for the 2007 year. The motion was made to approve an increase in the reserve contribution with the provision that the reserve funding will be reviewed in six months to allow for adjustments if appropriate. The vote was unanimous.
(Motion Ms. Weaver, second Mr. Deken)
9. The Board discussion of budgetary matters included gate staffing changes that will have the hours at Robson/Riggs changed to 6AM-6PM six (6) days a week (no Sunday staffing); Sun Lakes/Riggs changed to 6AM-8PM seven (7) days per week; the Halley gate 6AM-8PM seven(7) days per week; and a temporary guard house placed at N. Dobson and staffed 6AM-6PM five(5) days per week. A motion was made to adopt these changes as part of the budget and to establish a study committee on gates that is chaired by the Board President and consists of two members of the Patrol and Gates Committee, two members of the Properties Committee, and two members of the Image Committee. The vote was unanimous.
(Motion by Ms. Weaver, second by Mr. Deken)
10. The Board reviewed the budget and the recommendations of the Finance Committee. The motion was made that the budget be approved as presented in the December 2 budget with adjustments to be made to reflect a change in guard staffing which will reduce the amount presented in the budget and a potential adjustment to reduce the cost of street cleaning by cutting the frequency in half. The motion passed unanimously.
(Motion by Ms. Deken, second by Mr. Pontek)
A motion was made to adjourn. The motion passed unanimously, and the meeting adjourned at
approximately 11:10AM.
(motion by Mr. Deken, second by Mr. Sloan)
Submitted by:
Judith Weaver
Vice-President/Sec’y