Draft
Cypress Landing Master Homeowners Board of Directors Meeting
Tuesday, July 15, 2008
9am
Bay Club
Board Members Present: Charlie Moore, Tom Madson, Bill Lord, Helen
Sommerkamp
Board Members Absent: Ernie Uhr, Larry Howard, Kathy Lawson
Others Present: Chris Harris, Treasurer; Barbara Curran, Secretary
Residents Present: 4
Open forum/Question & Answer Session
Vice President Charlie Moore reported that the Nominating Committee is
continuing to solicit candidates. As of today, Mary Lou Sholl and Alan
Blue have committed to be candidates. The committee is talking to 3 (Three)
other residents.
Charlie reported that the Board has met with all the standing committees
pertaining to the 2009 budget. The Board’s goal is to not increase the
budget for 2009.
Call to Order
The meeting
was called to order at 9:02am.
Establishment of Quorum
A quorum was
present.
Committee Reports
Art – none
Bay Club Operating – Mara Graves stated the BCOC is an advisory committee to
the Board on matters concerning the operations and maintenance of the Bay
Club and landing, except for those areas assigned to Building and Grounds
Committee. The committee has reviewed the policies on decorations in
the Bay Club and alcohol use on the HOA property when the bar or satellite
bars are not in operation. A kitchen inventory was completed.
Bay Club carpeting was cleaned and new carpeting installed in the lower
level. Tile and grout in the bar and bathrooms were also cleaned.
The BCOC contributed $750(Seven hundred fifty dollars) towards the purchase
of new bookcases to house the Cypress Landing Lending Book Collection.
The Iris Lounge (bar) finished in the black for 2007 and is doing so this
year. (Attachment)
Cultural and Education- Co-chair Fred Lavin reported that the Cultural and
Education Committee and the Art Committee will hopefully merge into one as
of January 1, 2009. The committees will merge the two (2) charters and
hopefully the budgets. The Artisan Show and Artist of the Month
program will continue. Fred reported the reservation system worked
well for the George Burns Show. The new floor plan worked well, but a
lot of hard work was involved. This was also approved by the fire
marshal. H.M.S. Pinafore will be presented in October. Ara
Gregorian may do a return concert and an enactment-reading by ECU medical
and nursing students of a classical short story involving serious medical
issues to be followed by a facilitator-led discussion among the students and
the audience of the issues raised will be held in September. Once
again there will also be a “Cypress Landing Reads” and of course the
traditional Christmas show on December 14, 2008. (Attachment)
Environmental
Committee – None
Tennis – Chairman Bill Cook reported several projects accomplished by the
committee. The committee installed a tennis bulletin board at the
courts and participated with the B&G Committee in the landscaping
beautification of the tennis courts. There are now one or two organized
tennis events each day. The free beginner tennis clinic continues to
grow. The most recent clinic included Nineteen (19) participants: Eleven
(11) adults and Eight (8) children. The Committee has delayed until 2010 a
court resurfacing scheduled for 2009. (Attachment)
Nominating
committee – See Open Forum Comments
B&G Projects Status – The committee is working with C&A out of New Bern on
revamping the HVAC duct system in the Bay Club. The company is
evaluating our system to determine if it is adequate. The committee
will receive a written evaluation and proposed document of what could be
done. There will also be a cost analysis included. The Board would
like to see the costs of a yearly maintenance program. B&G will bring
this report to the Board. The broken storm water pipe that runs from
Club House Road down behind the homes on Newport Lane is under
investigation. B&G believes one pipe is broken and the other is
plugged. (Both pipes are plastic) The storm water drainage area
between Fairview and Fair Oaks Road has been backfilled. B&G is
watching the area to see if the repair will hold. B&G will have
gutters installed over the back doors at the Fitness Center. They will
also replace the rotted wood due to water damage. B&G is working with
Tomi on obtaining the certification of the four (4) remaining roads.
We need to have a core sample taken and sent to the engineering firm, McKim
and Creed, out of New Berne. Then Tomi will be able to send
documentation to the state for approval of acceptance. Sidewalk lights
along the sidewalk to the Bay Club should be in this week.
Treasurer
Treasurer Chris Harris presented the June ’08 financials. The reports
show that we are in an excellent financial condition half-way through our FY
2008. All committees are on or under year to date budget projection
expenditures. The treasurer is continuing to monitor interest bearing
accounts and looking for better places for our investments. Auditor,
Gary Wilson has delivered his Draft Audit Report for 2007. Dave Grahek
and Chris Harris are reviewing it. There are no major findings.
Report was accepted.
Community Manager Report - None
Old Business
Elections and
Voting committee Charter – deferred until July 22, 2008
Review and
Comment Period before Voting Policy – deferred until July 22, 2008
Bill Lord will call George Badey for copies of these two documents. He
will also ask for clarification on the Quorum and Voting Registration
sections.
New Business
Tennis Rules and Regulations Revision – Tom Madson presented the revised
Tennis Rules and Regulations. The Board had a brief discussion.
Tom Madson moved and Helen Sommerkamp seconded the motion to accept the
revised Tennis Rules and Regulations. Motion carried.
Discussion Topics
Coastal Water Quality Act – Charlie Moore requested that the Board and the
B&G be aware of this new legislation #1967 that involves the runoff into
shellfish area waters. Dan Bergbauer is aware of this and will work
with Tomi on clarification of the new law and its affect on Cypress Landing.
2009 Budget
Preparations Progress – Next meeting is July 25, 2008 at 8:30am.
Chair of July
22, 2008 Meeting in the absence of Ernie Uhr and Charlie Moore will be Bill
Lord.
Announcements
July Board
Meeting
July 22, 2008
7pm Bay Club
ALL MEETINGS ARE OPEN TO THE COMMUNITY
Adjournment
Vice President Charlie Moore called for a motion to adjourn the meeting.
Helen Sommerkamp moved and Bill Lord seconded the motion. Meeting was
adjourned at 10:15 am.
Respectfully Submitted,
Barbara Curran, Secretary Cypress Landing Master Homeowners Association
Board of Directors
Attachments:
1. Bay Club Operating Committee Report
2. Cultural and Education Report
3. Tennis Committee Report
4. June ‘08 Financials
5. Revised Tennis Rules and Regulations