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Board Members Present: All members present
Others Present: Barbara Curran, Secretary; Chris Harris, Treasurer; Tomi
Moody, CAM
Residents Present: 9
President’s Comments
President Ernie Uhr commended the Building and Grounds Committee for
their dedication and commitment to the beautification program of Cypress
Landing. The standing committee recently completed some
landscaping around the pond in Phase II. The committee also
completed an area on Cypress Landing Trail near the corner of Ashley
Lane. They planted 7 crepe myrtles, 16 camellias, 5 rose bushes
and completed a walkway. Committee Chairman John Reiner also
reported that a bridge has been built and put in place over the swale on
Clubhouse Road to give better access to the Nature Trail.
Open Forum
Jim Kloiber expressed a concern with the Assessment Proposal and the
timing of the mailings and voting. He feels the BOD is rushing the
voting and not giving the non-residents more information on research the
committee did on the driveway project. He is also concerned if the
project comes in over budget, where the money will come from.
John Reiner asked the BOD where the relationship stands with the BOG of
the Golf Club. Tom Madson will prepare a report by the January
Meeting concerning the outcome of the HOA Ad Hoc Golf Management
committee. The board of directors will review the report and
decide on its next steps.
Call to Order
President
Ernie Uhr called the meeting to order at 9:32am.
Establishment of Quorum
A quorum was
present. A quorum of the Board of Directors is a majority of Board
of Directors.
Minutes
The minutes of the November 27, 2007 BOD Meeting were presented.
Kathy Lawson moved and Charlie Moore seconded the motion to accept the
minutes as written. Motion carried. (Attachment)
Hearing
Tree Cutting
Non-Compliance Hearing for Dallas Silverthorne
Mr. Dallas
Silverthorne presented his position statement along with all essential
papers and applications for tree removal.
Board Member
Charlie Moore withdrew from voting due to conflict of interest.
President Ernie Uhr moved and Tom Madson seconded the recommendation
that the fines be dismissed because Mr. Silverthorne did not receive
written notice from the ACC as what action was to be taken. A tree
specialist stated the disputed popular trees were diseased and a picture
showed the internal rot in the tree after it was cut.
Committee Reports
Pool
Committee – Chairman Fred Kaplan reported that the committee has a
resurfacing contract with American Pool Service, INC of Raleigh, NC.
There were two (2) quotes, one being not a reliable vender and the
contract was not adequate. There is a lack of venders in this area
capable of doing this kind of work. It was recommended by the committee
to use American Pool Service since they are the company that put the
pool in. Timing of resurfacing had been delayed for two (2) years
because of the good condition the surface had been in. The money
for the project will come from the reserve fund. Work will start
in early spring in order to be completed by the opening of the pools in
May. Charlie Moore would like to see a list of the venders that
were solicited for bids. Fitness Center Pool is scheduled to be
resurfaced in the year 2012. Larry Howard asked that Fred Kaplan
write an article for The Landing explaining to the community the
benefits of resurfacing the pool. It was also requested that the
amount due at signing of contract be clarified. Total cost of
resurfacing of the pool will be around $44, 000.
B&G Projects Status – Chairman John Reiner reported that all projects
for 2007 have been completed. Charlie Moore requested the Wetlands
Trail that runs from Roanoke Drive through to Choptank Drive be checked
and cleaned up where necessary. John stated that the Environmental
Committee is in charge of that trail. Kathy Lawson, BOD Liaison,
will meet with Kay Graham to look into the condition of the trail.
John also reported that the removal of the columns in the Bay Club would
be completed in January.
Treasurer’s Report
Treasurer Chris Harris reported we are doing well and the community is
in a good cash position. Efforts will be made to close the 2007
books in January as early as possible. (Attachment)
Community Association Manager Report
CAM Tomi Moody reported seven assessments remain outstanding for a total
of $770.00. Interest and administrative fees have been incurred on
these delinquent accounts. One hundred eighty (180) unoccupied
annual dues were mailed on December 1, 2007. Five hundred forty (540)
occupied annual dues were mailed on December 1, 2007. Tomi thanked
the volunteers who helped collate and stuff the envelopes for the
various mailings. YTD expenditures remain under budget for the Bay
Club Lounge. Track lighting has been installed to enhance the
lighting for our lending library. Performance evaluations for all
HOA employees are taking place this week. Five (5) remain on
the waiting list for RV/Trailer Storage spaces. The DOT Blounts
Creek repaving project has left grassy clumped residue on our road
frontage. Tomi spoke with DOT about the clean up and was informed
that they would not be back. Landscaping Unlimited and Raul will
be contacted to remove the residue as soon as possible. The BOD
concurred with Tomi’s presentation of the Special Assessment Ballot
Process. Tomi also announced the annual Standing Committee
Chairman Orientation is tentatively scheduled for January 8, 2008.
(Attachment)
Old Business
None
New Business
Proposed
Employee Manual Modification – This matter was deferred until the
January 15, 2008 meeting for further study.
2008 Committee Members – Tomi presented the 2008 Committee Chairman and
members of the Social Committee and Cultural& Education Committee.
The members are all in good standing in the community. Charlie
Moore moved and Tom Madson seconded the motion to approve the
committees’ members. Motioned carried. (Attachment) The
Environmental Committee is the only outstanding committee that needs
approval for 2008.
Topics for Discussion
Records Management – (Section #25 of Board Manual) Charlie Moore
presented this policy adopted in 2006 to the BOD and highlighted the
important aspects of the paper. Charlie would like everybody to
read this policy for the January 15, 2008 meeting. Should the
policy be updated? Should the secretary and CAM review the policy
and see if we are doing what it says? Should documents be marked somehow
to know which ones are not open to public review?
Bidding Contracts – (Section #13 of Board Manual) Charlie Moore
presented the Guidelines for contracts and purchase orders. This
is a very important structured process. He requested that the
Board take a look at this policy adopted in 2004. Do we want to
revise it? The BOD is to come back to the January 15, 2008 meeting
with further concerns for discussion.
Review of Protective Covenants and Bylaws re: project funding – Charlie
would like the BOD to understand the power of the covenants when it
comes to project funding. The covenants contain fundamental
precepts that the BOD needs to know and accept. The Board will
review this topic again when the Finance committee completes its report
on improvements, additions, and funding.
Announcements
January
Special Meeting
January 12, 2008
SSHS 9am
January Board
Meeting
January 15, 2008
9am Washington Room
January Board
Meeting
January 22, 2008
7pm Bay Club
ALL MEETINGS ARE OPEN TO THE COMMUINITY
Adjournment
Bill Lord
moved and Tom Madson seconded the motion to adjourn. The motion
carried. The meeting was adjourned at 11:45am.
Respectfully submitted,
Barbara Curran Recording Secretary Cypress Landing Master Homeowners
Association
Board of Directors
Attachments:
1. Minutes November 27, 2007 BOD Meeting
2. Bay Club Pool Resurfacing Contract
3. Treasurer’s Report November
2007 Financials
4. Community Association Manager Report
5. 2008 Committee Members (Social
Committee and Cultural & Education Committee)
Attachments may be viewed in the HOA office.
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