BOARD MEETING MINUTES
March 21, 2007
Directors present were: Duane Pontek, Pres., Bob Deken, Treasurer, Judith Weaver, VP/Sec'y, and Chuck Sloan.
The meeting was called to order at 9:00 AM.
The minutes of the March 7, 2007 meeting were approved. Motion was made by Mr. Deken, seconded by Mr. Sloan and unanimously approved.
The following items were discussed under Old Business and action taken:
1. The Fine Policy on collection of assessment was presented, as amended, to the Board for approval. A
copy is attached. Motion made by Ms. Weaver and second by Mr. Sloan. Unanimously approved.
2. A review of the gate study was presented by Mr. Pontek. A motion by Ms. Weaver and seconded by
Mr. Pontek to permit the N. Dobson gate to have unrestricted egress during a limited period of time to
allow the ad hoc committee on gates to study the potential impact of that change on traffic flow through
that gate. The motion was approved by a vote of three to one, with Mr. Sloan voting no.
3. Mr. Deken reported that the Investment sub-committee will present an Investment Plan no later than
the first Board meeting in June.
The following items were discussed under New Business and action taken:
1. Mr. Kotnik, Property Manager, presented information related to the current crack sealing project for
the community. It is being done in three phases, and, due to increased petroleum prices and the poor
condition of the Ironwood areas being covered under the first phase, the cost of the project is anticipated
to exceed the amount budgeted for it. The amount budgeted was $26,000, which the contractor feels may
be used in just the first phase. Mr. Kotnik and Mr. Kozak, Chair of the Properties Committee asked for
Board approval to go ahead with all three phases. A motion was made by Ms. Weaver, seconded by
Mr. Deken to go ahead with the contract with expenditures not to exceed $60,000. The vote was
unanimous. Mr. Kotnik will report back and will also track expenses related to Oakwood Blvd. and both
clubhouse parking lots so that RCI can be provided information related to their share of the expenses.
2. Mr. Deken reported that he has reviewed AAM's internal controls and found them to be in good
order. The Association's internal controls need to be established and he has asked Mr. Fulford, of AAM,
to assist him in seeing that this project is completed. It will include financial as well as non-financial
controls.
3. A Committee/Volunteer recognition policy was introduced to formalize an annual event to express the
Association's appreciation for the work of these individuals. The motion was made by Mr. Pontek,
seconded by Mr. Sloan and approved unanimously.
4. Ms. Weaver addressed the need to provide an absentee ballot for this year's annual meeting to do two
things: (1) provide for a vote on changes to the Articles of Incorporation; and (2) approve last year's
minutes. The need to do this in the future might be eliminated if, following Robert's Rules of Order, a
standing committee were approved which would be comprised of current Board directors to approve the
minutes of the annual meeting. Ms. Weaver moved that this be added to the ballot. Mr. Deken seconded
the motion which passed unanimously.
5. Under the CC&R where an individual is residing in a home with a primary homeowner or
homeowners that individual is required to pay a partial assessment equal to 50% of the regular
assessment. The Board may be requested to waive that fee if that individual does not utilize any of the
amenities due to disability. Mr. Deken asked that an exception to the partial assessment be given to his
sister who resides with him but is not able to enjoy the amenities. A motion was made by Ms. Weaver and
seconded by Mr. Pontek to grant this waiver. The vote was unanimous, with Mr. Deken not voting.
The Board adjourned at 10:15AM.
Submitted by:
Judith Weaver
Vice-President/Sec'y