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Board Members Present: All
Others Present: Chris Stoll, Treasurer, Tomi Moody, CAM, John
Reiner, B&G Chairman, Jim Kloiber, Dan Bergbauer, Jerry German, Al
Engmann, Bill Peters, Walter Stein
Absent: Barbara Curran, Secretary
President Ernie Uhr called meeting to order.
Establishment of a Quorum: A quorum is present.
Jim Kloiber requested the BOD to consider and approve a recount of the
2007 Board of Directors ballots to exclude all ballots that voted for
less than 4 candidates citing the Proxy/Ballot clearly stated “Vote for
4 Candidate Only”. Mr. Kloiber also stated that if the recount yielded
new results, such as the seating of him, he would not accept the Board
position. Mr. Kloiber also requested that the BOD re-examine the
existing voting/ballot process as he felt the process was inherently
flawed. Tomi Moody confirmed that there is no written election/voting
process, that the existing voting process being executed is the same
manner that has historically taken place and has not been changed. As no
written voting process is in place, Charlie Moore stated that Roberts
Rule of Order speaks to “precedent” being valid in lieu of written
policy. Ernie Uhr recommended the following: (1) the recount be
denied. (2) CAM will provide written documentation outlining the current
process (3) CAM will research election processes through CAI (4)
Consider establishing a committee to work on election process once CAM
has submitted requested information. (5) If committee is formed,
election ballots may be made available for research purposes only with
the caveat that all personal voter information be blackened out.
- Ernie Uhr moved and Bill Lord seconded to deny Mr. Kloiber’s request
for immediate recount of the Candidates Election ballots of September
15, 2007. Motion carried.
Buildings and Grounds:
Landscaping Contract: John Reiner recommended the BOD approve the
2year contract extension with Landscaping Unlimited at the annual base
price of $90,636.00. The annual price includes additional mowing in
Phase 2 to be consistent with Phase 1.
- Ernie Uhr moved and Tom Madson seconded to accept LU contract for 2
years. Motion carried. Of note: Charlie Moore stated that according to
governing documents, the President can execute HOA contracts as long as
the Board poses no objection.
Bay Club Exterior Painting Contract: John Reiner recommended the BOD
approve the proposed contract with Felton Creef Painting in the amount
of $7000. Upon discussion, a question was posed regarding the Marina
Screen porch and who had the responsibility of the maintenance. We will
ask the contractor to identify the screen portion of contract and Ernie
Uhr will contact Bill Sholl, President of Marina Association. Approval
of contract will be added to Oct.23rd Business Meeting agenda under new
business once requested information has been received.
Community catch basins were inspected, two issues/repairs remain to be
corrected, one behind fitness center and one between Fairview and
Fairoaks communities. RV Storage Lot Inspection has taken place,
20-30 stored items are out of compliance, mostly due to expired tags.
Also, looking into rearranging spaces and reassigning of spaces to help
eliminate waiting list.
Treasurers Report – Chris Harris presented Sept 07 Financial documents.
Chris also reported that the BCCC Foundation CL Endowment Scholarship
Fund - had collected $5330.00 to date.
Final Report will be added to Business Meeting Agenda for approval.
CAM Report: Tomi Moody discussed the following non-compliance issues:
- Three residents have removed trees that were denied by ACC, or without
submitting application. Due process letters will be mailed with hearing
scheduled for November 20.
- Storage Lot Inspection identified several non-compliance items.
Letters to be mailed noting non-compliance items and deadline date for
compliance.
- Fence has been installed without proper application. Due process
letter to be mailed with hearing scheduled for November 20.
- Confirming dates for November and December meetings: Novembers
meeting will remain the 20th and 27th. December’s pre-board and
business meetings will be combined into one on December 18, 9AM in Bay
Club. Open Forum will be included and an email announcement will be made
to the community to notify them of the date.
Confirmation of 2007-2008 Officers will be added to the Business Meeting
agenda.
6. Board authorization was given for the following repair
items:
- Replace
entry way flags: $1400,
- Replace Bay Club walkway lights (inadequate lighting): Project Max
$4000
- Add replacement of dance floor to column removal contract: Project Max
$3000
Golf cart access to Bay Club was discussed and deferred for future
consideration.
Continuing Board Initiatives:
Ad Hoc Community Tree Management Committee: Ernie Uhr moved and Helen
Sommerkamp seconded to appoint Bill Lord as Board Liaison. Motion
passed. Discussion regarding the approved 9-15-07 Charter. Bill
Lord pointed out that one of the objectives of the ad hoc community
should be to create an administrative structure to implement the Tree
Mgt. Program. Ernie Uhr moved and Tom Madson seconded to add to the
Charter the following objective: To create an administrative structure
to implement Tree Mgt Program. Motion carried.
Plain English Guide to CL Covenants and By-Laws: Ernie recommended that
Bill Francis and Berry St John reconvene the Covenant Ad Hoc committee
to complete the guide. Discussion took place whether or not a
Plain English Guide would be beneficial to residents understanding
governing documents. Larry Howard expressed concern that it be vetted by
our attorney as guide would not be a formal/legally binding document.
Tomi will procure copy of the ad hoc work product to disseminate to the
board for future discussions.
Bay Club Driveway Extension: Ernie proposed to set up committee with
Chris Harris and Dave Grahek to develop funding plans and review project
design. The BOD is committed to see this project to fruition. Much
discussion took place regarding special assessment vs. operating
funding. Charlie moved to add the following agenda item to the Oct
23rd Business meeting and Tom Madson seconded: To call a special meeting
of the membership to approve special assessment to fund Bay Club
Driveway Extension. In a vote 5 to 2, Motion passed. Kathy Lawson
reiterated the need for community education and marketing of this
project in regards to the project itself as well as “why special
assessment over operating budget funding”.
Continuing Efforts to resolve Golf Course Management Issues: Ernie
moved to establish an ad hoc committee to identify remaining issues,
establish criteria to evaluate alternatives including what would be
involved to implement, what is the likely outcome(s) and what is the
anticipated cost and to identify alternative and make recommendations to
the BOD. Kathy seconded motion. Motion carried. Ernie
recommended Tom Madson as Board liaison to this Ad Hoc committee with
the responsibility to select members and develop charter, hopefully to
be presented and approved at the Oct 23rd business meeting. A
tentative date for ad hoc committee findings, Jan 22, 2007.
Covenant/By Law voting: Larry Howard will organize a team to understand
and provide action strategies regarding negative voting results.
Cypress Landing Records Management Policy – Charlie asked that the Board
become familiar with our existing policy as well as other governing
documents in regards to records management and member access. Charlie
requested that this be added to Nov 20th agenda.
Board Retreat: Ernie asked if the Board Members would like to
schedule retreat to establish their goals for this term. The consensus
was this would be worthwhile. Tentative dates will be emailed.
Adjournment: Larry Howard moved to adjourn meeting, Bill Lord
Seconded, Motion carried.
Meeting adjourned 12:45pm.
Respectfully submitted, Tomi Moody, Community Association Manager
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