Cypress Landing Master Homeowners Association Board of Directors
Meeting
Tuesday, October 21, 2009
Bay Club
9am
Absent: Dave Grahek, Charlie Moore, Tomi Moody
Others Present: Chris Harris, Treasurer; Bill Jackson, Assistant Treasurer; Barbara Curran, Secretary
Residents: 7
Open Forum/Question & Answer Session
Dan Bergbauer asked what action the HOA BOD has taken in response to the Schroeder/Larson Letter. Vice President Ron Buzzeo said that a letter was coming out to the community this week explaining the Boards position. The Board has also spoken with the association lawyer, Sam Johnson.
Jim Kloiber raised several issues as follow: 1) Jim questioned the process the Board is going through to respond to the letter. 2) He would like to have the agendas for both monthly meetings sent out to the community at the same time. 3) He would like to see improved communication through a weekly newsletter. 4) Would the Board members close the loop when a question has been asked of them, 5) Please request chair or vice chair of each committee to be present at the Board meeting, 6) The website is not updated. 7) Jim recommends that the minutes of standing committees be in a standardized format, 8) CL sign at SR33 and Blounts Creek needs to be cleaned.
Call to Order
The meeting was called to order by Vice President Ron Buzzeo at 9:25am.
Establishment of Quorum
A quorum was established.
Change of Agenda
Bill Lord recommended that the report from Finance (Mike Bickel) be deferred until October 28, 2008 due to his absence.
Bill Lord recommended that the report by Dave Grahek be deferred until the October 28, 2008 due to his absence.
Minutes
Bill Lord moved and Larry Howard seconded the motion to accept the August 26, 2008 minutes as written. Motion carried.
Kathy Lawson moved and Mary Lou Sholl seconded the motion to accept the draft of the Annual Meeting, September 20, 2008 for Web Posting. Mary Lou noted that there was a misspelling in the CAM report. Funk should be Gunk. Also under the Environmental Committee report Kathy Lawson gave the report for Kay Graham. Motion carried to approve the minutes as corrected. (Attachments)
Committee Reports
Building and Grounds
HVAC - Chair Kay Graham explained to the Board the history of the HVAC system in the Bay Club. There has continually been a problem with air handling, fluctuating temperatures, and starvation of return air. The committee has worked with three (3) vendors. One withdrew from the trade, one withdrew due to the scope of the repair, and one had done work for the HOA before and we were not satisfied. B&G decided to contact C&A HVAC in New Bern. The company has given us an extensive work up and has spent hours trying to ascertain the scope of our problem and provide a workable, reasonable solution. Work will be able to be done within three (3) days once all supplies are in house. The estimate for this work is $5180 plus tax. Chris and Bill recommended this amount be taken from the Major Maintenance Reserve Fund. The Board requested that C&A provide a written schematic of the layout with the contract. Bill Lord moved and Kathy Lawson seconded the motion to approve the contract with C&A not to exceed $6000 to be completed by year end and the inclusion in the contract the requirement that C&A provide a written schematic and diagram. Motion carried. (Attachment)
Greening and Beautification Update Kay reported on the addition of crepe myrtles and knock down roses in front to the Bay Club. She went on to say that the boulevard on Cypress Landing Boulevard has been cleared of some older redbuds and the have been thinned to allow better growth. B&G will be planting 14 new myrtles on either side of this same street. B&G has been communicating well with Landscaping Unlimited. Kay Graham said that the Green Hats have been pruning and will be doing some fertilizing in January. The committee will also be laying some sod on the bare spots in the peninsula on Marina Drive. Ron stated that his concern is the cost of upkeep and asked if the cost for on-going upkeep was being considered? Kay said yes.
Sink Hole Repair Kay repeated her report of concern with the sink hole behind houses on Newport Lane. Initial repair beginning at Clubhouse Road to about seventy-five (75) yards of drainage area is holding. There continues to be a problem with the remaining fifty (50) yards to the pond. The committee has been working with HML to determine that the pipes are not hooked together thus letting water spill out and eroding the immediate area. The committee is in discussion as to which way to go to fix the problem. They will provide a report with options for the board to consider.
Election/Voting Committee-
Chairman George Badey presented the committee for 2009-2010 for Board approval. Members are as follows: George Badey, Jim Kloiber, Shirley Phillips, John Moore, Ginny Bracken, and Harry Wheaton. Kathy Lawson will be the Board Liaison. Tomi Moody, CAM, will be working closely with this committee and is welcome at all meetings. Bill Lord seconded the motion to accept these committee members which are all in good standing. Motion carried.
Committee Objectives A brief discussion was held on the objectives and how they fit in with the present charter. The Board would like to see an overview and summary of the election process held in September. George Badey will do this. The board requested that the committee provide a position paper on the pros and cons associated with expanding the committees charter. The Board felt they needed more time to digest the committee objectives that were presented. No action was taken.
Finance Committee
Approval of Mike Bickel for an additional year and as chairman for Finance Committee Bill Lord moved and Larry Howard seconded the motion to approve Mike Bickel for an additional year and as chairman. Motion carried.
HOA Web Site Password Protection Presentation
Web site manager Harry Wheaton presented a Password Protection Plan. This plan includes rationale, viewer classes and access, login and passwords, and a new layout. The Board would like to see individual log in passwords. Bill Lord moved and Kathy Lawson seconded the motion to accept the Password Protection Plan. Motion carried. (Attachment) The Board asked that Harry provide a detailed briefing and also report quarterly responses to the web site. Harry has also asked Jim Kloiber to help out with the web site.
Treasurer
Treasurer Chris Harris presented the August/September 2008 financials. He and Bill are carefully watching our committee expenditures to ensure that our reduced income will not be overspent. They are not alarmed at this time, but they are watching. Our $96,222/3.1% CD and CAB-Arizona matured on 30 September. The funds are being returned to us and we plan to reinvest them at East Carolina Bank for seven (7) months at four (4) %, thirteen (13) months at 4.25%, or 25 months at 4.5%. The recent change in the FDIC Insurance program to insure bank cash up to $250,000 from $100,000 will greatly assist us in keeping more funds in the Washington area banks. On the other hand, the volatility in the financial markets will make it more difficult to get food rates for our CD invested funds: Bill and Chris will be searching for the best and safest insured returns they can find. (Attachment)
Unfinished Business
Restricted Funds Definitions, Funding and Usage Guidelines document- Deferred until the October 28, 2008 meeting.
New Business
Board Liaisons to Committees Ron Buzzeo presented the list for final approval. One spelling correction was noted: Mary Lou prefers to be called Mary Lou not Mary. Bill Lord moved and Mary Lou Sholl seconded the motion to accept the Board Liaisons. Motion carried. (Attachment)
Golf Corp Pond Maintenance Contract The Board is waiting for a formal request from the Executive Board of the Golf Course BOG.
BOD 2008-2009 Meeting Schedule- It was announced that the BOD will meet on November 18, 2008 and December 16, 2008 at 7pm.
January 2008 through August 2009 meetings will be held once a month on the last Monday of the month. Dates are as follows: January 26, 2009, February 23, 2009, March 30, 2009, April 27, 2009, May 25, 2009, June 29, 2009, July 27, 2009, and August 31, 2009. All meetings begin at 7pm. Bill Lord felt that the Board needs a marketing plan to promote the meeting change.
Discussion Topics
Proposal Kayak Storage Rack Revisions - Bill Lord presented the Kayak revisions. The Board held a discussions and answered questions. Bill will make some minor corrections and additions and present it to the Board at the October 28, 2008 meeting for approval.
Goals and Objectives The Board discussed different ways to establish goals and objectives for Cypress Landing with the committees and communitys help. Ideas would come back to the BOD to prioritize and then obtain membership (community) approval. The Board is to email feelings and ideas.
Announcements
October Board Meeting October 28, 2008 7pm Bay Club
November Board Meeting November 18, 2008 7pm Bay Club
December Board Meeting December 16, 2008 7pm Bay Club
ALL MEETINGS ARE OPEN TO THE COMMUNITY
Adjournment
Vice President Ron Buzzeo asked for a motion to adjourn. Larry Howard moved and Mary Lou Sholl seconded the motion. Meeting was adjourned at 11:50 am.
Respectfully submitted,
Barbara Curran, Secretary Cypress Landing Master Homeowners Association
Board of Directors
Attachments:
1. August 26, 2008 Minutes
2. September 20, 2008 Annual Meeting Minutes(draft for posting on the website)
3. Committee Reports: B&G
4. Election/Voting Committee Members
5. Password Protection Presentation
6. August/September Financials
7. BOD Committee Liaisons
All attachments can be viewed at the HOA office.