Cypress Landing Master Homeowners Association Board of
Directors Meeting
Tuesday, June 17, 2008 9:00
a.m. Bay Club-Washington Room
Board Members Present: Larry Howard, Bill Lord, Tom Madson, Helen
Sommerkamp, Ernie Uhr
Board Members Absent: Kathy Lawson, Charlie Moore
Others Present: Chris Harris, Treasurer; Tomi Moody, CAM; Bonnie Smith for
Barbara Curran, Secretary
Residents Present: 17
Open Forum/Question & Answer Session
Mara Graves (Bay Club Operating Committee) asked the Boards
permission to charge an additional $25 for parties using a satellite bar, to
cover the cost of extra time & wage of the bartender who must move items
from the Iris Lounge to the satellite bar. The charge would be waived if
the parties involved are moving the items themselves. The Board unanimously
agreed to allow an additional $25 charge if warranted.
Call to Order
President Ernie Uhr called the meeting to order at 9:00 a.m.
Establishment of Quorum
A quorum was present.
Chocowinity EMS/Fire Dept Fund Drive
Mike Gordon requested that the CLMHOA Board support an EMS/Fire
Department Fund Drive for 2008. Tomi Moody reported that she has already
received several offers of assistance from residents to help with the drive.
A table will be set up at the annual meeting on September 20th with more
information.
Mike reported that past community response came in at 60-65%. He
suggested a goal of $15,000 and 80% community participation for 2008. Larry
Howard suggested that more CL data might generate more donations (i.e.,
total # of EMS calls, total # of EMS calls in Cypress Landing, etc). Mike
stated that the EMS is struggling financially, and that new equipment will
be needed in the next 12-18 months.
Larry Howard made a motion for the CLMHOA Board to support an
EMS/FD Fund Drive; Bill Lord seconded the motion. MOTION CARRIED. Time
frame: mid-August to mid-October 2008.
Committee Reports
Pool: no report.
Security: Bill Aldridge, Chair, presented a summary of committee activity
since March 28, 2008. He also presented a job description for Neighborhood
Watch Coordinator (Street Captain) and the new Emergency Preparedness
Household Data Sheet.
Security (continued): Bill stated that there are still over 20 streets
without a specific coordinator. The confidential, completed data sheets will
allow coordinators to be aware of residents with special needs in their
area, and to become aware of resources, special talents and certain
equipment useful in an emergency situation.
Helen Sommerkamp made a motion that the Board approve the use and
distribution of the Household Data Sheet; Tom Madson seconded. MOTION
CARRIED. (Attachments)
Social Committee: Kathy Young, co-chair, reported on recent Social
Committee functions. She stated that potluck dinners are cancelled for the
summer and will resume in September. This avoids any competition with Music
in the Streets, which falls on a potential potluck night. The popular,
annual Dock on the Bay will resume on Labor Day weekend. (Attachment)
Art and Culture & Education: Helen Sommerkamp, C&E Board Liaison, reported
that the original mission of the Art Committee has been accomplished, and is
asking the Board to consider the Art Committees request to combine with the
Culture & Education Committee. The timeliness of this request will enable
improved consideration for the 2009 budget process. Primarily, the Art
Committee wishes to repeat their Artisans Showcase in the fall. It was
affirmed that no direct sales by artisans can occur on Bay Club premises.
Helen Sommerkamp made a motion that the Art Committee combine with the
Culture and Education Committee, and that a revised charter be created and
approved before final 2009 budget approval. Bill Lord seconded the motion.
MOTION CARRIED.
Additional discussion centered on capacity crowds at Bay Club events,
noise problems from adjacent outside porch / lounge patrons during those
events, and who has the authority to close the doors based on room
capacity. It was agreed, that for events, the event coordinator is
responsible for refusing additional persons. For the Iris Lounge, the
bartender is responsible. It was suggested that BCOC look into this issue
further.
Regarding sound system problems, resident Tom Jung has agreed to assist
in correcting and/or adjusting settings. (No attachment; last minute
addition to Agenda)
Long Range Planning: Planned Community Comparison Study : Ed Latta, Chair,
presented an extensive comparison study of 17 regional communities with
similar amenities to Cypress Landing. The Board commended Ed and the LRP
Committee on the study and excellent report.
Ed noted that in those communities where the developer is still active,
annual dues are likely to increase upon developer departure (as CL has
experienced). The result of the study indicates strongly that Cypress
Landing is very competitive in the area of annual dues and amenities
Ernie suggested that a stand-alone email of the Planned Community
Analysis (6 pages) be sent to all residents for their perusal. He also
suggested a review and comparison of this data in five years, and that LRP
share this information and interact with the Marketing Committee.
(Attachments)
Building and Grounds : Kay Graham, co-chair, reported the HVAC system is
now under new assessment by C&A, who has the required software; Air Care of
Washington did not and was not interested in acquiring the needed
software. The outdoor lighting project along the sidewalk to the Bay Club
is delayed until July due to back order of lighting. . New low-growing
plants (green in warmer weather; purple in cooler weather) for nude area
coverage have been planted along Cypress Landing Parkway. B&G can now
concentrate on those areas along Cypress Landing Trail. B&G (continued)
Re-sodding efforts have begun on the Marina Lawn. Professional help is
being sought to repair sink holes near storm water drainage. Dead shrubbery
at the entrance to the community will be removed by summers end.
(Attachments)
Treasurer Report
Treasurer Chris Harris presented the May 2008 Financials. He reported
that spending is still running behind our monthly budget projections
relative to the cumulative budget year-to-date. Chris re-stated that the
effects of the market have finally caught up with our investments and he is
continually looking for new places to invest our money.
The on-site audit of the HOA books has been completed, and the final
report and tax return should be ready around the end of June. Auditor Gary
Wilson reports there are no major findings.
2009 budget preparations are underway and going smoothly. (Attachments)
CAM Report
--Legal opinion in response to Loss Control Letter
Tomi Moody reported that two of the four items cited in our Loss
Control survey have been taken care of (sidewalks, pool gate). The remaining
items (signage for FC AED defibrillator and signage for Storage Lot cameras)
necessitated legal clarification.
With regard to the FC AED signage, Steve Smith, FC co-chair, will
update the signage to remove any assurances of immunity, per Poyner &
Spruill recommendation.
With regard to Storage Lot signs: Tomi Moody will create a hold
harmless waiver (per Poyner & Spruill) for all storage lots owners to sign,
which will state, in so many words, that the undersigned acknowledges that
no video monitoring occurs, even though signs indicate it that it does
(i.e., that the cameras are dummy cameras and are not capable of video
recording or transmission). The Board unanimously approved the creation of
this Hold Harmless Waiver . (Attachments)
--Bay Club Lower Level Refurbishment: new Library shelving
Tomi Moody presented a plan and materials brochure for replacing
existing weak shelving and adding new shelving for Library use in the Lower
Level. At a significantly reduced cost of approximately $2400 (thanks to
Bill & Sue Hendrick, business owners), the shelving will be paid for as
follows:
$1200 from CAM Budget, $750 from BCOC budget, $450 from Board Contingency.
Larry Howard made a motion to proceed with the shelving purchase as
noted above, and to approve purchase of additional shelves if necessary to
accommodate existing book inventory (utilizing additional Board contingency
funds). Tom Madson seconded. MOTION CARRIED.
(Attachments)
New Business
Security Committee member approval
Larry Howard made a motion to approve the new Security Committee
members, all of whom are in good standing; Helen Sommerkamp seconded. MOTION
CARRIED.
BOD Sub-Committee: Progress the working relationship with the CL Golf club
Ernie Uhr distributed the review and recommendation of the CLMHOA BOD
Sub-Committee to address their objective to progress the working
relationship with the CL Golf Club. He asked for a motion to approve the
findings and recommendations. Bill Lord made the motion to accept the report
and its findings; Larry Howard seconded. MOTION CARRIED. (Attachment)
Discussion Topics:
Analysis of factors contributing to growth in annual HOA dues
Bill Lord presented three analyses highlighting key contributors to
operating expense growth: Actual expense for the years 2004-2007, 2007
Actual to 2008 Budget, and 2007 Budget vs. 2007 Actual. It is hoped that
through this overview, the BOD can make informed decisions as they go about
the 2009 budget process with the various committees.
There was some discussion on the current budget cycle, and whether it
should be shifted a month or two later in the year so committees would have
a better handle on their actual YTD expenses as they plan for the following
years budget.. Finance Committee, the Treasurer and the CAM will look into
the feasibility of this for the 2010 budget process (next year).
Bills presentation included some other questions for further
consideration, among them (1) the role of the BOD liaison in the budget
process and (2) BOD overall priorities guidelines.
WORKING SESSION: AD HOC Voting Material George Badey, representing the AD
HOC Voting Materials Committee presented draft copies of voting materials,
which included a numbered 2008 ballot, a numbered 2008 proxy ballot, a 2008
replacement ballot and coordinating numbered mailing envelopes. Ballots will
be randomly and confidentially numbered.
Helen Sommerkamp made a motion to authorize the AD HOC Voting Materials
presented to be used on a trial basis for the upcoming (2008) election. The
AD HOC Voting Materials Committee will become the 2008 Voting Committee at
this time, and report back to the CLMHOA BOD on the process after the
election. Bill Lord seconded. MOTION CARRIED.
Announcements
June Board Meeting June 24, 2008 7pm
Bay Club
Adjournment
President Ernie Uhr asked for a motion to adjourn. Tom Madson made the
motion and Bill Lord seconded. The meeting was adjourned at 11:45 a.m.
Respectfully submitted,
Bonnie Smith for
Barbara Curran, Recording Secretary
Cypress Landing Master Homeowners Association Board of Directors
Attachments:
1. SECURITY COMMITTEE: June committee report, Job
Description-Neighborhood
Watch Coordinator, and Emergency Preparedness Household Data Sheet
2 . SOCIAL COMMITTEE: June committee report
3. LONG RANGE PLANNING COMMITTEE: Planned Community Comparison Study
4. BUILDING & GROUNDS: June projects status report
5. Treasurer Report and May Financials
6. CAM: Legal Opinion in response to Loss Control letter re: signage
for AED &
Storage Lot dummy cameras
7. CAM: Bay Club Lower Level refurbishment: new library shelving
request
8. SECURITY COMMITTEE: new committee member list
9. CLMHOA BOD Sub-Committee Review and Recommendations to address our
objective to progress the working relationship with the CL Golf Club .
10. ANALYSIS: Factors contributing to growth in annual HOA dues.
11. AD HOC VOTING MATERIALS COMMITTEE: sample ballots & mailing envelopes
All attachments may be viewed at the HOA office.