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Tuesday, March 18, 2008
Upper Level Conference Room, Golf Club
9am
Board Members Present: all present
Others Present: Tomi Moody, CAM; Chris Harris, Treasurer; Barbara
Curran, Secretary
Residents Present: 15
Open Forum/ Question & Answer Session
Resident John Reiner inquired as to when the Golf issues would be put on
the agenda. Golf issues will be put on the agenda when the Board
has decided on its response.
Jim Rudbeck asked how the Board would address the limitations in the RV
Storage Lots. Would they consider a lottery system? A system for
periodically reallocating storage lot spaces needs to be developed
before a significant problem develops.
Call to Order
President
Ernie Uhr called the meeting to order at 9:05am.
Establishment of Quorum
A quorum was
present
Golf Course Briefing
President Doug Emerson gave an operations update. He stated that
the year 2007 was an extremely busy and successful year. He went
on to highlight the year’s planning, course operation/improvements,
financial, course usage, membership, administration and other
issues/highlights. (Attachment)
Committee Reports
Tennis Committee Chairman – Bill Cook reported there are about 100
tennis players in the group. Members perform much of the
maintenance including: replacing or reconditioning the net poles, nets
and wind screens, sweeping the courts, and rolling the lines.
There is a scheduled open tennis event every morning except Sunday.
The committee also holds tournaments for the members as well as
tournaments with other tennis clubs in the area.
Bay Club Operating Committee – Chairman Mara Graves reported the
Bar/Iris Lounge is doing well. Tomi has hired two new bartenders.
Bar/Iris Lounge opening has been moved back to 5 o’clock on Wednesdays
and Fridays. The tile and grout, and carpet in the Bay Club will be
cleaned in April. The lower level of the Bay Club will soon have a
new coat of paint and carpet. Tomi is working on bids and finding
the carpet to match the upstairs. BCOC is working on ideas to
prevent the caterers from taking our warming oven trays. A Kitchen
Inventory will be done in April.
Pool Committee – No one was present to report for the Pool Committee.
Tomi did say that the resurfacing of the Bay Club Pool is almost
complete. There are a few areas of clean up around the tiles.
The company will be back when the water gets warmer to finish the
project. $1500 has been withheld until the work is complete.
Tomi thanked the many volunteers that stepped up to brush the surface
four (4) times per day for the week following the resurfacing.
Safety and Security- Mike Gordon reported that some issues at the
Fitness Center and Marina have been resolved. He repeated his
concern with residents speeding within the community. Mike
suggested we work with other area communities to push the DOT to lower
the speed limit on Blounts Creek Road and within Cypress Landing.
Also an article would be appropriate in The Landing concerning the
speeding issue. Mike also announced his resignation from the
Safety and Security Committee. Board Liaison Kathy Lawson
announced a meeting to be held on March 28, 2008 at her residence for
the purpose of reorganizing the Safety and Security Committee.
Kathy also announced the addition of Karen and Tom Omri as members of
this committee. They are residents in good standing. Motion to
approve their acceptance carried.
Social Committee – Sharon Larkin, one of three (3) co chair, reported
the Social Committee just keeps thinking “Party On”. The most
recent St. Patrick’s Day Party was a big success with a full house and
the committee prepared all the food. Coming up next is the Easter
Egg Hunt followed by a Casino Night. Sharon reported that Pot
Lucks are going well.
Building & Grounds Committee – Vice Chairman Dan Bergbauer reported on
the Chocowinity Water/ Sewer System Expansion Project discussion at a
recent town meeting. Dan gave a brief history of an agreement that
Weyerhaeuser made with Chocowinity in 1993 concerning the Chocowinity
Water/ Sewage system. Dan is advising that we have a
representative at the April Chocowinity Town Meeting. Cypress
Landing needs to be aware in order to protect our rights and this 1993
agreement. Dan also suggested having a legal counsel in this
matter.
Dan went on to report on the March 13, 2008 meeting with Al Hodge of the
NC Division of Water Quality (DWQ). The primary purpose was to get
clarification concerning regulations regarding cutting of wetlands in CL
and discuss likely options in Riparian Buffer Maintenance.
Dan reported the B&G is planning to remove the dying tulip poplar trees
from among the Chinese elms in front of the Bay Club as a continuation
of beautification. Further information will be sent out to the community
explaining why and when this job will be done. Dan also said there
is a concern with the Indian Hawthorne at the front entrance. They
are diseased and crowding out the other plants. B&G plan to cut
these down to the ground. Nothing else will be planted at this
time.
Dan announced the repair work of Lot B will be Thursday, March 27, 2008.
B&G is also working with Wooten Company for an evaluation of our duct
system in the Bay Club.
The Committee is also working on certification of roads for acceptance
by NCDOT.
The Committee has begun a process developing policy on Storm Water
Maintenance in Cypress Landing.
The Committee is looking into repairing the damaged sidewalks.
Building & Grounds Horticulture Demonstration Garden proposal has been
withdrawn.
(Attachments)
Finance Committee – The Finance Committee presented the drafts of 2009
Budget Guidance and Plan of Action and Milestones. The committee
will be working towards a flat budget in 2009. The Board would
like to know the history of the budget, what are the fixed costs, what
has contributed to increase in budget over the years. The Board
would also like to see an educational presentation showing how the
Reserve Model works. This information will be reviewed at the
board meeting on April 15, 2008. It was also suggested
that there be a follow up forum after the board meeting on the Finance
paper. (Attachments)
Treasurer: February 2008 Financials
Treasurer Chris Harris reported the Balance Sheet and Cash Flow
statements show that we decreased our cash by $3,885. Unrestricted
operating funds on hand equaled $388,043. Accounts Receivable is
$16,460(about equal to last year) with one unoccupied mowing bill (lien
filed, 4 phase 2 Section 5/6) assessment, and 22 annual assessments (10)
occupied and 12 lots). We are actively pursuing collection.
Restricted Investments stand at $524,936. YTD Restricted Funds
earned interest of $3,088. We are making better interest at
Vanguard than what we could make with new CDs. There are no
significant deviations to note at this time other than the fact that the
Wetlands billings have not bee sent owing to the ongoing discussions
with DWQ. (Attachments)
Hearing: Lot 155-Moore – Tomi presented the background of the tree
removal. The recommended fine is $100. Mr. Moore presented his
position. He believes the tree was removed as a result of a
previous discussion. Mr. Woolard did not know permission had not been
given by the ACC. Tom Madson moved and Helen Sommerkamp seconded the
motion to waive the fine. Motion carried.
Community Manager
Tomi Moody reported there are twelve (12) outstanding assessments.
One lien has been released upon receipt of payment. Two property
owners did not pay the interest and admin fees because of bills passing
in the mail. This total is $25. Bill Lord moved and Charlie Moore
seconded the motion to rescind the charges. Motion carried.
Tomi reported on her research of the CL Copyright/ Trademark (Cypress
Landing on Chocowinity Bay) issues. Chairman Tom Lawson will
present the Marketing side of the issue at the March 25, 2008 meeting.
Tomi reported that the Morris Insurance Company had done an inspection
of the amenities. They recommended that the sidewalks be repaired,
the Fitness Center provide AED equipment training, the signage next to
the AED equipment be reviewed and evaluated by our corporate counsel,
the gate at the Bay Club pool be repaired, and the signage at the
storage yards be evaluated by counsel.
Tomi presented drafts of two (2) personnel policies. The first one was
on Amenity Usage. The employees of CL must be accompanied by a CL
resident at all times. The second one pertained to Smoking.
CL is a smoking free environment inside our amenities. Smoking is
allowed in designated areas outside the bar on the porch areas around
the Bay Club. Tom Madson moved and Larry Howard seconded the
motion to approve the two (2) policies. Motion carried.
The Lighting Project along the sidewalk in front of the Bay Club has
received one bid from Lighting by Design. Time has not permitted
the committee to evaluate the quote or receive other quotes.
New Business
Procedures to Establish HOA Board Agenda - Larry Howard asked for
clarification on how items are added and or removed from an established
agenda that has been sent out to the community. Discussion
included: all board members contributing items if needed to the
president, Tomi collects all suggestions and with the president
finalizes the agenda. It was noted that according to
Robert’s Rules of Order, there is a spot in the agenda when items are to
be added, tabled, or removed. This is called Change of Order.
CL Community Communications – Larry Howard asked if there was any way
the board could improve communications with residents so they are more
aware of issues. It was suggested we have a monthly report that
would go out by email informing the community of what is going on.
Review and Revise Records Management Policy – Tabled
Review and Revise Bidding Contracts Policy - Tabled
Review and Revise Long Range Planning Committee Charter – The LRP
Committee has decided not to revise its charter.
Announcements
March Board
Meeting
March 25, 2008
7pm Bay Club
Adjournment
The meeting
was adjourned by President Ernie Uhr at 12:30pm.
Respectfully Submitted,
Barbara Curran, Recording Secretary Cypress Landing Master Homeowner’s
Association
Board of Directors
Attachments:
1. Golf Course Briefing
2. Tennis Committee Report
3. Town of Chocowinity/Weyerhaeuser
Water/Sewage Agreement 1993
4. Riparian Buffer Maintenance
5. B&G Talking points
6. Budget Guidance and Assumptions – Draft
7. Plan of Action and Milestones – Draft
8. February Financials
All attachments may be viewed in the HOA ofice. |
