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9am
Golf Club Upper Level Meeting Room
Board Members Present: Ernie Uhr, Tom Madson, Helen Sommerkamp, Kathy
Lawson, Bill Lord
Board Members Absent: Larry Howard, Charlie Moore
Others Present: Tomi Moody, CAM; Chris Harris, Treasurer; Barbara
Curran, Secretary;
Residents Present: 10
Open Forum/Question and Answer
Scott Fagin mentioned three (3) areas that he has a concern with
relative to Cypress Landing. The areas of concern are 1) HOA/BOG
Resolution, 2) Reserve Fund shortage, and 3) Chocowinity Sewage System
Expansion Plan. Scott was assured that all three (3) issues are
being handled.
Call to Order
President
Ernie Uhr called the meeting to order at 9:15am
Establishment of Quorum
A quorum was
present.
Update on Chocowinity Sewer System Expansion
Jim Rudbeck gave an update on what is happening in Chocowinity: an
industrial park south of town, generation of new businesses as a result
of the Route 17 by-pass, and an additional 200 sewer hook-up-permits
have been requested. To assess future wastewater collection
requirements, the town contracted with Rivers and Associates to provide
a twenty (20) year wastewater collection needs study. Several
options have been provided; the one the Town Commissioners now seem
focused on is estimated to cost four(4) million dollars and another
variation could cost up to seven(7) million dollars. The Building
and Grounds Committee is recommending that the BOD ask the B&G committee
to attend the town meetings on this matter. They are also
recommending that the HOA BOD seek legal counsel to review the agreement
that Weyerhaeuser and Chocowinity signed in 1993. (Attachment)
Review and Revise Records Management Policy
Charlie Moore is recommending an improvement administratively as follow:
a) Update the retention schedule to designate the party responsible for
each individual record. b) Address committee records and minutes. c)
Make specific provisions for the retention of electronic mail retention
and long term storage.
Tomi will
assess the policy and report back at the next meeting. (Attachment)
Review and Revise Bidding contracts Policy
This policy is outdated. The “trigger” numbers are too low.
As it reads now, if the project costs approximately $1000 the committee
needs two (2) bids, and if the project’s estimated cost is $5,000 the
committee needs three (3) bids. It is recommended that the 1st
trigger number should be $5000 and the 2nd trigger number be $10,000.
Tomi Moody, Chris Harris and the Finance Committee will work on a
statement and report back to the BOD on April 22nd.
Committee Reports
Art Committee – Holly Cook presented the committee’s choice of a
sculpture for the park area in Phase 2. A smaller version of the
idea is in the office. The committee is to put together a more
specific proposal including a concrete price and ideas for funding and
present it to the Board.
Cultural and Education – Co Chair Mary Lavin reported a very active
beginning for the year. She reviewed the programs to date: Robert
Ebendorf, Professor of Art at ECU, ECU Opera Theatre, Dr. Alethia Cook
on “It’s a Small World – What if a Pandemic Unfolds?”, Mark Buckler from
the Outer Banks Center for Wildlife Education, Catherine Glover and Lynn
Lewis spoke on everything we would want to know about the area we live
in. May brings resident Bruce Jarvah talking about disaster
preparedness in Cypress Landing, Project manager for Flat Iron
International will present a slide show on ”The Big Yellow Monster”.
Mayor Mobley will also speak on the future of Chocowinity area.
The last program before the summer hiatus will be “A Great Day Trip: the
City of Beaufort, NC”. Mary extended a thank you and gratitude to
Board Liaison Helen Sommerkamp for all her support and help.
(Attachment)
Environmental Committee Co-Chair Kay Graham reported the recycling of
cans is still in place for the Blind Center, the committee continues to
be involved in the Highway Cleanup outside of our entrances on Blounts
Creek Road. The committee is sponsoring a Bird ID Cycling Activity
and a tree ID program. Dates will be announced soon. The
committee is also remarking the wetland trail and will put up a sign
marking the end of the trail at Choptank Drive. They will also be
putting a mail box at the entrance of the nature trail on Clubhouse Road
with information about identified trees and plants.
Building and Grounds – Kay Graham reported that eighteen (18) sidewalk
segments will be removed on April 16 and 17 along Cypress Landing Blvd.
B&G work committee will do the cement work and Raul and his employees
will tear out the broken pieces. The regreening project is almost
complete. Bill Ramsden recently did a building inspection of
Cypress Landing buildings. Bill recommends the back door to the
Fitness Center be replaced. It is badly water damaged. Kay
reported that the swale in storage lot B has been repaired under the
guidance of Jerry Harris. The committee will also be replacing the
azaleas outside the Marina/parking area. Kay reported the contract
with LU has been renewed. The Indian Hawthorn (front entrance)
will be cut down to the ground in mid May and the tulip poplar
(peninsula in front of Bay Club) will be taken down in May.
Finance Committee – Dave Grahek discussed the Financial Management
Procedures with the Board. Revisions were made to include updated
processes and terminology. He also presented a revision to the
Delinquency Policy. The grace period will be shortened to sixty (60)
days from ninety (90) days. Dave also presented the CLMHOA
Property Accountability Procedure Revision to included updated
terminology to be consistent with our financial procedures and
databases. Bill Lord moved and Tom Madson seconded the motion to accept
these policy revisions. Motion carried. Dave then presented
the Finance Committee Position on Reserve funding, Special Assessments,
Required and Necessary Reserves. The committee will look into
additional verbage and definitions and bring back to the next meeting.
Treasurer’s Report
Treasurer Chris Harris submitted his monthly report. Unrestricted
operating funds on hand equaled $352,072. Restricted Reserve
Investments stand at $525,480. Year to date Restricted Funds
earned interest of $5,197 vice a budget projection of $4,038. The
market problems have not hit us just yet, but the rates are falling. All
financials look good. Expenses running under budget, however
several projects are in the works so that will catch up. The board
accepted the report. (Attachment)
Community Manager
Tomi Moody, CAM, gave an update on assessments. As of 4/15/08, one
(1) unoccupied assessment remains delinquent for a total of $588.63 to
include admin fees and interest charges. A lien warning letter has
been mailed. Lot owner has contacted office and check is in the
mail. I f payment is not received by 4/30/08, lien will be filed.
Tomi is in the process of setting up a meeting with wetland property
owners to discuss new regulations in regard to cutting. Tomi
announced after extensive research by the Marketing committee and CAM,
the Board has agreed not to pursue the renewing of the Cypress Landing
Trademark. On February 26, 2008, our Cincinnati Loss Control
Consultant inspected the community and noted four (4) items that needed
attention, the main focus being on sidewalk repair. The sidewalks
will be repaired on April 16 and 17 by the B&G Committee. Tomi
then reported on four (4) community projects; 1) Bay Club Walkway
Lighting – Tom Madson moved and Kathy Lawson seconded the motion to
approve this project. The cost of the project is $4386.44 and
funds will be available from the Major Maintenance Fund. Motion
carried. 2) Bay Club Lower Level Refurbishment: Tomi recommended
Chubby’s Carpet to remove and install carpeting to match that of the
upper level. Project cost is $3794.61. Funding is available
from Capital Reserves per Finance committee. Stripping of
wallpaper and finishing walls for painting will be added to the Exterior
Painting contract at a cost of $1500. Funds are available in
operating budget. Volunteers will be solicited for painting of
walls. Helen Sommerkamp moved and Kathy Lawson seconded the motion
to approve the Bay Club Lower Lever Refurbishment. Motion carried.
Tomi reported that the Bay Club Exterior Painting is underway.
Funding is in budgeted in operating budget. Also the Spring
Cleaning initiative has been communicated to the community. (Attachment)
Old Business
None
New Business
Nominating Committee Member Addition Approval – Denise Huff has been
added to the Nominating Committee. She is a resident in good
standing. Tom Madson moved, and Bill Lord seconded the motion to
approve this addition to the Nominating Committee. Motion carried.
Status Report
Tree Management Committee – Bill Lord presented the first status report
of this committee. They have identified key objectives and
possible improvements for the golf course, common areas, new
construction, and existing homes. They would like to modernize the
tree removal guidelines and keep ACC as the focal point. No action was
taken. (Attachment)
Newsletter Committee – Helen Sommerkamp reported that the Newsletter
Committee wishes to continue as stated in its charter. The editors
feel they must keep a balance of advertising to Newsletter articles.
She stated no one has been left out of advertising unless received after
the first advertising printing. The committee will continue to
operate as chartered with Board concurrence. Jim Kloiber still
feels more advertisers should be added. No new advertisers will be
added at this time.
Announcements
Board of
Director’s Meeting
April 22, 2008
7pm Bay Club
Adjournment
Tom Madson
moved and Bill Lord seconded the motion to adjourn. Motion
carried.
Respectfully submitted,
Barbara Curran, Recording Secretary Cypress Landing Master Homeowners
Association
Board of Directors
Attachments:
1. Update on Chocowinity Sewer System
Expansion Plan
2. Records Management Policy
3. Bidding Contracts Policy
4. Committee Reports
5. Treasurer Report and March 08
Financials
6. Community Manager Report
7. Tree Management Committee Status Report
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