IRONOAKS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
JULY 18, 2007
Directors present: Duane Pontek, President, (via teleconference) Judith Weaver, Vice President/Secretary (chaired the meeting), Bob Deken, Treasurer, and members Wayne Divoky and Chuck Sloan.
The meeting was called to order at approximately 9:00 AM and was held in the dining room alcove in the Oakwood Clubhouse.
Approval of Minutes: Mr. Sloan made a motion to approve the minutes of the June 6, 2007 Board meeting as submitted. Mr. Divoky was the second. The motion passed.
Treasurer’s Report – Bob Deken
Copies of the information presented are attached [Karen – follow up with Bob and get those]. 
Last month the Board approved putting $100,000 into commodities-linked CDs. Another $100,000 was reserved for the Dow. Mr. Deken would not recommend this at this time. Ms. Weaver made a motion that the total expense of the repair to the drainage area requiring the Tideflex valve, which includes the lowering of the lake on two occasions, be capitalized. Mr. Sloan was the second. The motion passed with Mr. Deken voting no.General Manager’s Report – Ken Flynn
Mr. Flynn gave a PowerPoint presentation on the details for a proposed renovation plan prepared by architect Peter Winkler, in consultation with Mr. Flynn and the Board. This plan gives the Board the option to pick and choose which, if any, projects they think is appropriate to the needs of the community. The Board will schedule a Town Hall meeting in the fall to make all this information, in detail, available to the homeowners to gauge community interest in proceeding.Mr. Divoky made a motion to bring forward Asset ID 1196 reserve expenditure for two ovens at Poolside at a maximum cost of $3500. Mr. Sloan was the second. The motion passed.Mr. Divoky made a motion to approve reserve expenditure Asset ID 1196 for $5500 to replace the walk-in refrigerator roof unit. Mr. Sloan was the second. The motion passed.Mr. Divoky made a motion to approve reserve expenditure Asset ID 1244 Small Wares for banquet plate lids at a cost of $6700. Mr. Sloan was the second. The motion passed.Mr. Divoky made a motion to approve reserve expenditure Asset ID 1104 for replacement pool furniture at a cost of $16,500. Mr. Sloan was the second. The motion passed.The consolidated profit and loss statement year-to-date surplus is $213,773. June month-to-date surplus was $5,989.F&B sales were $22,000 below target for June. June posted a $50,691 loss which is $13,332 greater than the expected budgeted loss for the month.F&B year-to-date loss is $212,545, which is $30,000 better than the expected budgeted loss.Old Business:
Election Procedures Mr. Sloan made a motion accept the Election Committee Charter and Election Procedures with the addition of a suggestion made by Mr. Deken that the homeowner/candidates have the option of previewing the bio information prior to distribution to the voters. Mr. Divoky was the second. The motion passed.
New Business:
Appeals Procedure Revisions Mr. Sloan made a motion to accept the changes to the Appeals Procedures which was tabled until Mr. Sloan can meet with the chair of the Appeals Committee.
ALC Guideline Revisions
Ms. Weaver made a motion accept the change to page 2, #3 A that deals with the time frame for permit approvals. Mr. Deken was the second. After discussion, a change will be made to eliminate the word “working.” The motion passed.Ms. Weaver made a motion to accept a change to page 9, Section 8, B which deals with coating driveways, walkways, and patios. Changes detailed what can and cannot be done. Mr. Sloan was the second. The motion passed.Ms. Weaver made a motion to accept a change to page 16, #18 which outlines in greater detail what information is necessary for submittal of a landscape plan. Mr. Sloan was the second. The motion passed.Ms. Weaver made a motion to accept a change to page 16, Section 18. This is a change to the time frame for completing landscape and the monetary penalties for being out of compliance. Mr. Sloan was the second. Mr. Deken was concerned about the amount of the fines and the problem with the HOA being able to collect on them. The motion passed.Mr. Deken made a motion to accept a change to page 22-23, Section 20 which deals with exterior house painting. Ms. Weaver was the second. The motion passed.Ms. Weaver made a motion to page 25-26, Section 26 which detailed the installation of solar heater panels. Mr. Deken was the second. The motion passed. Audit Report
Mr. Deken made a motion to accept the report as presented. Mr. Divoky was the second. The motion passed.Other Business:
Mr. Deken made a motion, in the absence of the President, to have the Vice President sign the current version of the Reciprocal Agreement with Phase II. Mr. Sloan was the second. Discussion centered on the amenities that are truly reciprocal and those that one or the other community has. The motion passed with Mr. Pontek voting no. [Karen – double check that vote] Mr. Flynn presented a draft of the Employee Fund Policy. The Board will review it and consider it at its next meeting.Mr. Sloan proposed that the frequency of Board meetings be cut to one time a month. The Board agreed to reduce the number of set board meetings from two a month to one a month.Mr. Sloan made a motion to adjourn. Mr. Deken was the second. The meeting adjourned at 11:05AM.
The Board met as the Standing Committee to approve the Annual Meeting Minutes. Mr. Divoky made the motion to approve. Mr. Sloan was the second. The motion passed.
Recorded & transcribed by
Karen Jorgensen