BOARD OF DIRECTORS MEETING MINUTES
March 7, 2007
The meeting was called to order at approximately 9:00 a.m. in the Greenbriar Room of the Oakwood Clubhouse. Board members present included Duane Pontek, President, Judith Weaver, Vice President/Secretary, Bob Deken, Treasurer, Wayne Divoky, and Chuck Sloan. Also attending were Ken Flynn, General Manager and Karen Jorgensen, Recorder.
The minutes of the previous meeting were approved.
Chief Pawluk of the Sun Lakes Fire Department spoke to the attendees regarding the work and responsibilities of the Fire Department.
Treasurer’s Report – Bob Deken
Mr. Deken presented his report, a copy of which is attached. Ms. Weaver asked that the Treasurer be responsible for ensuring that any financial report is final before it is submitted to the Board or posted on the web site. She also pointed out the need to have an investment plan approved by the Board in order to comply with the investment policy. Mr. Deken agreed.
General Manager’s Report – Ken Flynn
Mr. Flynn introduced Rose Attebury, the new Activities Director. From the reserve account Mr. Flynn asked that $23,000 be brought forward from asset ID 1196-kitchen equipment. The current reserve budget is $18,500 for Oakwood. The items replaced were a range, stove, and oven, gas steamer, gas charbroiler, and meat slicer.
Ms. Weaver made a motion to bring forward $4500 under category 1196 to bring the total expenditure to $23, 000. Mr. Divoky was the second. The vote was unanimous.
Mr. Flynn asked for approval to purchase from asset ID 1244-small wares, four carving stations with heat lamps for a cost of $2000. Mr. Deken made the motion to accept this purchase. Mr. Divoky was the second. The vote was unanimous.
Mr. Flynn asked for approval to bring forward from asset ID 1110-kids pool, a heater at the cost of $2300. This was slated to be replaced in 2008. This item has already been installed. Ms. Weaver made the motion to approve the purchase. Mr. Divoky was the second. The vote was unanimous.
Mr. Flynn asked for approval to purchase a pump for the Riggs Road waterfall from asset ID 1341 for a cost of $4715. This was slated for replacement in 2009. Mr. Deken made the motion to purchase the pump. Mr. Sloan was the second. The vote was unanimous.
Mr. Flynn asked for approval to purchase a heater for the Oakwood spa asset ID 1114 for a cost of $1018. Replacement was slated for this year. Ms. Weaver made the motion to purchase a spa heater. Mr. Divoky was the second. The vote was unanimous.
Mr. Deken suggested that in the future these motions be made as one item. He will transfer the money from the reserve account to the operating account.
Approval for capital expenditure from the F&B contingency fund of $14,000 was requested by Mr. Flynn. One hundred additional banquet chairs will be purchased at $44/per chair. Two hundred white resin chairs were purchased at $20/chair. Five thousand dollars will be spent on banquet tables. Mr. Divoky made the motion. Ms. Weaver was the second. The vote was unanimous.
The Risk Management Committee recommends purchasing six defibrillators at a total cost not to exceed $8000. This money will come from the capital budget. Training will be provided by the Fire Department. Mr. Divoky made a motion to purchase the defibrillators. Mr. Deken was the second. The vote was unanimous.
Mr. Flynn’s report, which included other items, is attached.
An Associate Membership form and a related Cancellation form were presented to the Board. Ms. Weaver explained that the CC&R requires the Board to rule on an exception to an associate membership. If a homeowner has someone living with them who does not use the amenities because of disabilities, that individual is not required to pay an associate membership fee. The Board has to be asked to waive this fee. These forms formalize this issue.
Handicap signs will be installed by March 9. These will be a sign on a pole. Painting of the asphalt parking lot handicap signs will take place at a later date...
Old Business:
Handicap space marking – Mr. Flynn reported that handicap signs, on poles, will be installed by March 9th. Painting will take place during re-striping of the parking areas.
Disaster Recovery Plan – Mr. Sloan made a motion to appoint an Ad Hoc Disaster Planning and Recovery Committee to work closely with the Facilities Manager and staff to update the Association’s Disaster Recovery Plan as follows: Review the existing Plan established in 1999 and evaluate its adequacy, identify all potential sources of disaster consequences for the community, identify all current Federal, State, and local resources available to help us address those consequences, and establish a documented program for annual review and update. Mike Koczak was nominated to chair this Committee. Mr. Deken seconded the motion. The vote was unanimous.
Gates committee update – Mr. Pontek: The comment cards from the gates town hall meeting have been compiled and responses have been sent out. The guard house at North Dobson has been removed. Signs around North Dobson will be consolidated and some will be removed. A traffic survey of the three main gates will be done. EJ Robson, Sun Lakes Blvd., and North Dobson entrances will have traffic counters installed. The exit at North Dobson will have a counter also. The survey will run for one month to determine how many cars use these gates. After that time, and for one month, the North Dobson exit will be accessible without an entry/exit device. After this two month period decisions will be made based on this traffic survey.
Rules committee update – Ms. Weaver: The revised Rules & Regulations are ready and will be sent to Patrol, ALC, and the General Manager for review. After that they will be given to committee chairs.
Collection policy – Ms. Weaver: The collection policy that was passed at the last meeting stated that the unpaid amount would be charged a 10% late fee. This needs to be reviewed because the statute says that the assessments are limited to the greater of $15.00 or 10% of the amount of the unpaid assessment but our CC&R’s state that we should charge interest above this charge in the amount of 18% per annum. Ms. Weaver has asked for a legal opinion on whether the Association has any flexibility on this issue. Mr. Deken recommended that, once the policy is in place, the homeowners be notified with the next dues billing.
Ms. Weaver asked that the previous decision on the assessment collection policy be rescinded and held until a legal opinion is given on the language in the CC&R and the policy is brought into compliance with the statute. Mr. Deken made this motion. Mr. Sloan was the second. The vote was unanimous.
Date for Annual Meeting: Mr. Divoky made a motion to hold the annual meeting on May 23, 2007 at 6:30 PM. Mr. Deken was the second. The motion passed unanimously.
New Business:
AAM contract – Ms. Weaver identified changes that have been offered by AAM to their contract, which automatically renewed at the end of the calendar year. The changes reflect discussions held with Mr. Pontek, Mr. Flynn, Ms. Weaver and representatives of AAM to clarify some job responsibilities. Because the HOA is not using certain services under the contract, i.e. the payroll processing and IT services, there were deleted from the contract and the charge per household dropped from $3.50/month/closed lot to $3.07/month/closed lot for a savings of forty-three cents a month per closed lot.
Ms. Weaver made a motion to accept the revisions. Mr. Divoky was the second. Mr. Sloan expressed his concerns that the motion be tabled until the ad hoc study committee that reviewed AAM could be consulted. A vote on the original motion was taken and passed with a majority vote. Mr. Sloan and Mr. Deken voted no.
Mr. Divoky made a motion to contact AAM and ask that the new fee be retroactive to January 2007. Ms. Weaver was the second. The motion passed.
Homeowner request for rule variance – Ms. Weaver: A homeowner is asking for 5 access devices. Currently 4 access devices per household are allowed. The Board decided by consensus that no variance would be granted.
Clarification of non-solicitation rule – The Board and representatives of CRAMA discussed the issue and the Board decided by consensus that no exceptions to the current solicitation rule will be granted. Ms. Weaver will meet with members of CRAMA and discuss this rule as part of the revision process currently underway.
Revision of gratuity policy - Mr. Flynn asked the Board to approve a revision removing the automatic gratuity from all cash bars. Mr. Deken suggested having a small sign posted at the bars indicating that tips are not included. Ms. Weaver made the motion to remove the automatic gratuity from the cash bar bills. Mr. Divoky was the second. The motion passed unanimously.
Swimming pool hours – Mr. Flynn suggested the pool hours remain unchanged during the Spring Break period. The Board agreed.
Mr. Divoky made a motion to adjourn the meeting. Mr. Deken was the second. The meeting was adjourned at 11:50 a.m.
Submitted by,
Karen Jorgensen, recorder
Judith Weaver, VP/Sec’y