IRONOAKS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
August 15, 2007
Directors present: Duane Pontek, President, Judith Weaver, Vice President/Secretary, 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: Ms. Weaver made a motion to approve the minutes of the July18, 2007 Board meeting as submitted. Mr. Sloan was the second. The motion passed.
Treasurer’s Report – Bob Deken
Mr. Deken’s report is done on a cash basis. Mr. Fulford’s is done on an accrual basis. This is the reason for the difference in the figures. Both reports are attached.The HOA cash position is good.General Manager’s Report – Ken Flynn
Ms. Weaver made a motion to approve reserve expenditure for a Boxwood irrigation pump and motor #2, Asset ID 1235 for a cost of $3500. Mr. Divoky was the second. The motion passed.Ms. Weaver made a motion to approve replacing the gate barrier arm mechanical system for the North Dobson exit gate under Asset ID 1342 for a cost of $6100. Mr. Divoky was the second. The motion passed.Mr. Pontek made a motion to approve a new administrative position, an Executive Assistant/IT person. Mr. Divoky was the second. The motion passed.A staffing report will be forwarded to the Board on September 15 for review.Department heads and Mr. Flynn are preparing a preliminary budget for 2008 to be submitted to the Finance Committee and the Treasurer for review.Old Business:
Revisions to Appeals Committee Charter Mr. Sloan made a motion to accept the revisions to the Appeals Committee Charter as follows: (1) Include statements addressing upholding and respecting the integrity of the existing Rules & Regulations, (2) Committee to submit a monthly and year-to-date report on Committee activities. Mr. Divoky was the second. The motion passed.
Properties Committee Report Mr. Charles Bunce, member of the Properties Committee, read a report recommending a request, by petition, from homeowners who back to the Renaissance asking to have the block wall between their properties and the Renaissance property raised by two courses. After discussion, it was decided that Mr. Divoky will draft a letter to the petitioners stating that no action will be taken by the Board.
External Website Proposal Ms. Nancy Bunce, Chair of the Image Committee, presented a proposal from Hospital Systems Group (Mark Abrams) to produce and maintain an external, marketing website for IronOaks. The cost will be $10,000 for the design and production and $50/month for hosting and maintenance. Mr. Pontek made a motion to accept this proposal. Mr. Divoky was the second. The motion passed.
New Business:
Town Hall Meeting There will be a town hall meeting September 5th to discuss the Rules & Regulations updates, the master plan proposal, and updates to the Reserve and the Gates.
Board Composition Ms. Weaver made a motion to increase the number of Board members from five to seven. This increase in size is in accordance with the Association By-Laws and Articles of Incorporation.
Mr. Divoky was the second. The motion passed.
Change Pool Hours Mr. Pontek made a motion that the Rules & Regulations state that homeowners and guests/tenants adhere to the posted pool use hours [as opposed to stating each pool and the hours they are open]. Mr. Divoky was the second. The motion passed.
Variance for Recreational Vehicles Mr. Sloan made a motion to establish a variance for daylight parking of boats and trailers, camper trailers, all terrain vehicles and similar vehicles in IronOaks. Mr. Deken was the second. The Patrol will manage and oversee the parking and safety issues. The motion passed.
Rules & Regulations Revisions Mr. Deken made a motion to accept the Rules as amended. Mr. Divoky was the second. Several Rules were discussed in detail to be sure the document reflected their true intent and had sufficient detail to make them clear. The motion passed.
Administrative Services Bids Mr. Sloan made a motion that the General Manager secure three bids for administrative services that are currently provided by Associated Asset Management (AAM). Mr. Deken was the second. Discussion centered on hardships of having a whole new Board of Directors and a new management company at the same time. The motion failed to pass.
Other Business:
Ms. Weaver made a motion that an executive committee of Association officers be formed to re-negotiate the General Manager’s contract. Mr. Divoky was the second. The motion passed.Paul Wilson, the new Fire Chief, wants to meet and talk to the homeowners. He will be invited to do this at the Town Hall meeting.Mr. Divoky made a motion to adjourn. Mr. Sloan was the second. The meeting adjourned at 12:15PM.
Recorded & transcribed by
Karen Jorgensen