IRONOAKS ASSOCIATION
BOARD OF DIRECTORS MEETING MINUTES
September 5, 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: Mr. Deken made a motion to approve the minutes of the August 15, 2007 Board meeting as submitted. Mr. Sloan was the second. The motion passed.
Treasurer's Report - Bob Deken
Data were not available for the August Treasurer's Report at this time. Forecasting is being done by two different methods. AAM provides numbers on a cash flow basis while the Finance Committee uses the income statement method. The variance between the two is approximately $150,000. Ms. Weaver made a motion that cash remaining at the end of the year, after all bills are paid, be considered as retained earnings for the Association. Mr. Deken was the second. The motion passed.
Mr. Deken introduced Andy Spelum and Paul Evans from Eide Bailly who attended the meeting to discuss items from the audit report. There were three recommendations as follows:
1) During the audit entries were required to make the operating fund and the reserve fund agree. The recommendation is to make entries that are allocated to current year profit or loss to the correct fund balance in order to properly state the internal financial funds. Mr. Divoky made a motion to have AAM do this. Mr. Fulford, the HOA controller, will look into this matter.
2) Classifications of property and equipment are required to be categorized separately. The recommendation is to have the Association make journal entries providing separate property and equipment balances. Mr. Fulford will work with Mr. Deken on this. AAM has software to split out this information.
3) Currently manual records are kept for all fixed assets. The recommendation is to convert to computer generated records. Mr. Fulford estimates that AAM can do this for $2200/year.
General Manager's Report - Ken Flynn
Mr. Divoky made a motion to approve reserve expenditure asset ID 1223 for replacement of the Ironwood Pool fence at a cost of $5500. Mr. Sloan was the second. This is subject to RCI approval since they still own the land on which the fence would be placed. The motion passed.Mr. Divoky made a motion to approve replacing the Poolside fire alarm panel asset ID 1198 for a cost of $4000. Due to a short in the wires, the panel intermittently sounds the alarm. Mr. Sloan was the second. The motion passed.Mr. Deken made a motion to approve the signing of the one-year HVAC maintenance contract with Magic Touch Mechanical. Mr. Sloan was the second. The motion passed.There is a request from Unit 46A to have a breaker panel installed in a SRP meter at Golfview and Nacoma. This would provide a split in the irrigation meter readings between the HOA common area and Unit 46A common area at that location.Mr. Divoky made a motion to allow this meter change but with the stipulation that Unit 46A provide the Association with a written agreement stating that they will pay half of the cost of the monthly bill. Mr. Sloan was the second. The motion passed.
Mr. Divoky made a motion to increase the restaurant gratuity for ala carte dining from 15% to 18%. Ms. Weaver was the second. The motion passed.The consensus of the Board was to allow Western Broadband to install a digital phone in the lobby of the Oakwood Clubhouse in order to market this new product. The phone would be available for homeowner use free of charge for up to 60 days, and then it would be removed.
The reported loss for the lightning strike at the Ironwood entrance is $10,000 with a $2500 deductible. The Halley gate fountain, gatehouse computer, and several palm trees were affected.
The consensus of the Board was not to provide Phase I with a mailing list of Association homeowners. After discussion on communication methods it was decided to ask homeowners for email addresses again in the next dues mailing.
After interviews, an offer has been extended to a candidate for the Executive Administrative Assistant/IT position. The candidate has made a counter offer.
New Business:
Polling the Community Ms. Weaver made a motion to poll the community on the issue of granting variances to the CC&R for parking recreational vehicles on the streets. This has become a contentious issue and Ms. Weaver feels the homeowners should have an opportunity to give input even though the variances have already been granted. Mr. Pontek was the second. The motion was put on hold until agenda item VI, “c” could be discussed.
Parking Control Resolution Mr. Sloan made a motion to adopt a resolution appointing an Ad Hoc Committee to evaluate current parking regulations, identify specific parking concerns, seek alternative solutions to parking needs of RV owners and other residents, and prepare recommendations to the Board on the parking situation before the October Board meeting. Mr. Deken was the second. The motion passed.
RV Rules and Regulations Revision Mr. Deken made a motion that Patrol enforces the RV parking rules, but increases the 32 hours to 48 hours with the courtesy permit form used previously; and drops the 20 occurrences until the Ad Hoc Committee completes its study. Mr. Sloan was the second. The motion passed.
Mr. Divoky asked how Management and Patrol would manage the time Recreational Vehicles may park on Association streets. Mr. Flynn stated that he would revert back to 48 hours with the understanding that it is the RV owner's responsibility to contact placeMobile Patrol once they enter the community by calling 480-797-6508.
Ms. Weaver brought up the polling motion again. Mr. Divoky suggested that the vote be held off until the Ad Hoc Committee makes their recommendations. The motion was tabled until that time.
Depreciation Policy Mr. Deken: An Asset Purchase Policy was put in place that states that anything that costs $5000 or more could be included in capital equipment and depreciations. Anything under $5000 would not be put in depreciation. The motion now is to remove anything that is fully depreciated or has depreciation at a cost of less than $5000. The impact to the non cash expense is $95,274 for the current year. This will help clean up the depreciation schedule which was referred to by the auditors. The Finance Committee has approved this housekeeping issue. Dave Fulford has provided the schedule of items still in depreciation. Mr. Sloan was the second. The motion passed.
Other Business:
Ms. Weaver gave a synopsis of an incident that happened at the swimming pool that has produced another law suit against the Association.Ms. Weaver said that individual Board members, when they speak as individuals, are perceived to be acting, often times, on behalf of the Board. The only authority that any Board member has is the authority granted by the Board. She asked that all Board members be aware of that.A homeowner asked for clarification on the motion passed concerning cash remaining at the end of the year. After discussion the Board agreed to retain the motion and make any changes at a subsequent meeting if needed.Image Committee Presentation - Nancy Bunce
The Image Committee recommends permanent signs be put up in the community using the new colors and logo. The signs should be modular and, wherever possible, signs should be consolidated so as not to have multiple signs in one location. There are approximately 36 major signs in IronOaks. There are several styles and prices to be considered. To begin, signs should be placed at North Dobson and at the entrance to the clubhouse.
Ms. Weaver made a motion to adjourn. Mr. Deken was the second. The meeting adjourned at 11:30 a.m.
Recorded & transcribed by
Karen Jorgensen