BOARD MEETING MINUTES
January 10, 2007
Directors present were: Duane Pontek, Pres., Bob Deken, Treasurer, Judith Weaver, VP/Sec’y, Wayne Divoky, and Chuck Sloan. Also in attendance was Ken Flynn, GM.
The meeting was called to order at approximately 1:30PM.
The minutes of the December 4, 2006 meeting were approved. The agenda was approved with additions.
A presentation was made by Paul Rost concerning the proposed expansion to the Chandler Municipal Airport. A copy of his presentation is attached to these minutes.
The following items were discussed and action taken:
1. The Investment Policy was presented by Mr. Foehl as a representative of the Investment Subcommittee of the Finance Committee. Concerns were raised by Ms. Weaver as to language, with legal ramifications, that had been deleted from her original proposal. After discussion the Board decided to delay any action until the Investment Subcommittee could review the policy again.
2. The Balance Sheet Audit for the period ending 6/30/06 was accepted by the Board in a unanimous vote.
(Motion by Mr. Deken, second by Mr. Sloan)
3. The revised ALC Guidelines were presented to the Board for approval. Mr. Sloan had sent written concerns which were addressed by the ALC Committee and the changes to the Guidelines and his concerns were discussed prior to a motion being made for acceptance of the Guidelines. A motion was made to adopt them as amended to address Mr. Sloan’s concerns, and it passed unanimously.
(Motion by Mr. Divoky, second by Mr. Sloan)
4. Recommendations were presented by the Appeals Committee concerning the need to paint the parking spaces designated for handicapped parking; the need to make the designation uniform throughout the community, e.g. signs on poles; and a request to allow the committee latitude to reduce fines during the appeal process. A motion was made to uniformly designate the parking spaces for handicapped parking and to have them painted. It passed unanimously.
(Motion by Ms. Weaver, second by Mr. Deken)
5. Recommendations were presented by the Property Committee concerning a new proposal for cleaning the Association facilities and a concern regarding aeration of the lakes. The cleaning contract received committee review as to the specifications for the contract, and it also received a legal review as to contract terms. The contract will cost $3,800 less per month than the current contract but will not include carpet cleaning as the current contract does. A motion was made to accept the proposal presented by B&G for cleaning of the facilities with the contract to begin March 1, 2007. It passed unanimously.
(Motion by Ms. Weaver, second by Mr. Divoky)
Concerns over the need to provide more lake aeration than currently exists has prompted the
Committee to review the aeration in all lakes. The Committee also recommended that the waterfall
pump at Riggs and Price roads be replaced to provide additional aeration to that lake. Other
aeration options are available but do not seem as appropriate since the waterfall configuration is
already in place. A motion was made to replace the pump and begin to operate the waterfall. It
passed unanimously.
(Motion by Mr. Pontek, second by Mr. Sloan)
6. Ms. Weaver pointed out that there is an existing contract policy date 9/03 that the Board should review. It may be necessary to revise or revoke the policy. The Treasurer was asked to take it to the Finance Committee for review.
7. A Gift Policy was presented by Ms. Weaver which precludes Board members from accepting any gifts and requires all management staff to report, on a monthly basis, any gifts they may receive from sources such as vendors, employees of vendors, or potential vendors. A motion was made to adopt this policy which was passed unanimously.
(Motion by Ms. Weaver, second by Mr. Divoky)
8. The Board had consensus that no action will be taken on the Reciprocal Agreement with Phase II until we more fully understand the status of usage of our facilities by non-homeowners and the status of the tunnel.
9. Mr. Sloan and Mr. Deken are meeting with representatives of the Saddlebrook transition team. There was discussion concerning documents that Mr. Sloan indicated they would be releasing. Ms. Weaver asked them not to release the General Manager job description since it is part of his contract, which is a confidential document.
The General Manager made the Board aware of the following issues:
1. An adjustment to the gate hours to allow for more lead time in making the changes approved by the Board in December permanent. There is no impact to the budget.
2. A redrafted Associate Membership form and procedures related to Associate Memberships will be sent to the Board.
3. A preliminary sketch and cost estimate by Peter Winkler was presented to the Board and will be discussed at a future meeting of the Board. It concerns changes to the dining room area in the Oakwood Clubhouse.
4. The Poolside roof repair proposals are all coming in nearly double the estimate provided by our roof consultant. Additional bidders are being sought.
5. DEI has completed its preliminary survey work and a meeting with them is scheduled for 1/31 to review areas that need additional detail.
6. A replacement request will be coming to the Board concerning one of the units used at Poolside.
Mr. Divoky stated that he is following up with a landscape architect concerning the Riggs Gate and will
coordinate with the appropriate committees.
Ms. Weaver distributed to the Board copies of Draft Bylaws for review and action at the next Board meeting.
She also distributed two easement agreements, one for the parking areas and one for the maintenance yard
for review and comment.
There being no further business the meeting was adjourned at approximately 4:00PM upon the motion of Mr.
Divoky and second by Mr. Deken.
Submitted by:
Judith Weaver
Vice-President/Sec’y