Cypress Landing Master Homeowners Association Board of Directors
Meeting
January 19, 2009
Bay Club
7pm
Board Members Present: Ron Buzzeo, Dave Grahek, Larry Howard, Bill Lord
Board Members Absent: Charlie Moore, Kathy Lawson, Mary Lou Sholl, Tomi Moody, CAM
Others Present: Chris Harris, Treasurer; Bill Jackson, Assistant Treasurer, Barb Curran, Secretary;
Residents Present: 18
Open Forum/Question & Answer Session
None
Call to Order
Vice President Ron Buzzeo called the meeting to order at 7pm.
Establishment of Quorum
A quorum was present.
Change of Agenda
There was no change in the agenda.
Minutes
Ron Buzzeo asked for a motion to accept the previous minutes. Dave Grahek moved and Larry Howard seconded the motion to accept the minutes of December 16, 2008 and January 12, 2009 as written. Motion carried. (Attachment)
Presidents Comments
Vice President Ron Buzzeo announced the formation of two sub-committees. One is a Long Range Planning subcommittee for the purpose of prioritizing LRP projects, reaching out to the community and discussions at the membership meeting. This committee will be made up of Charlie Moore, Ch; Dave Grahek, Mary Lou Sholl and Bill Lord. The second committee is for the purpose of reviewing and implementing Board Election Procedures. This committee will be made up of Ron Buzzeo, Ch; Larry Howard, and Kathy Lawson. There will be more about these committees under New Business.
Committee Reports
ACC Chairman Bud Larkin presented a tree situation on 101 Patuxent. The tree is on common property, has a large hole at the base, and is leaning toward the house on 101 Patuxent. The owner would like the association to remove the tree. Kay Graham has said it is a viable tree. B&G has asked arborist Mr. Keys to look at the tree. B&G will present to the Board a package deal including the removal of other trees on common property including the oak tree on Patuxent.(if Mr. Keys recommends taking it down). This should happen within the week. Bud Larkin will speak to Mr. Hildebrand about the status of the request and John Reiner will provide a cost estimate.
B&G Chairman John Reiner spoke of the sinkhole problem behind the houses on Newport Lane. The committee will be meeting with the HML Engineer to re-measure the project and ask if it is wiser to dig up the whole 160 of pipe and lay new 24 pipe. This would be a major capital maintenance project. John Reiner will provide a cost estimate. No action taken.
Cultural and Education Rick Wingard announced the April program will be a Civil War gun demonstration. Rick will apply for a noise ordinance permit. The Board raised a question of liability. Rick will check into the liability and whether residents would need to sign a waiver to participate in the demonstration. Dave Grahek moved and Bill Lord seconded the motion to approve the program. Motion carried.
Finance Committee Mike Bickel announced an overage of $33,000 in the 2008 Budget. The Finance Committee recommended the overage be placed in the Capital Repair and Replacement Reserve Fund. Dave Grahek moved and Larry Howard seconded the motion. Bill Lord asked the philosophy of the committee in its decision. Bill would like to see some guidelines to help determine where the overages should go. Residents John Moore and Frank Congleton asked if the committee had considered returning the money to the residents. Treasurer Chris Harris stated that the amount would be $45 per property and the cost of writing checks, mailing and staff time was more than the $45 dollars. Ron Buzzeo called for the vote on the motion. Motion carried by a vote of 2-1.
Treasurers Report
Treasurer Chris Harris gave the December 2008 report. The Balance Sheet showed: a) unrestricted operating funds = $476,655, restricted operating funds = $50,341, restricted reserve investments = $491,613. There are 5(five) delinquent lot mowing accounts and 175 delinquent assessment accounts. The net ordinary income for the year was $33,075 vice a budget projection of $300. Our income was $19,995 behind budget projections. Our expenses were $52,770 behind budget projections. Our restricted reserves earned interest of $17,397 - a lot of hard shopping to find good CD rates. The Finance committee will review the final 2008 Financial Reports and make a recommendation to the Board as to the utilization of the excess funds. The Treasurer recommends that all of the excess funds be designated to continue to fund the shortfall identified in the Reserve Model (Account #1325, Capital Repairs and Replacements. (Attachment)
Community Association Manager Report
Chris Harris gave the CAM report in Tomi Moodys absence. HVAC project is still waiting for the arrival of a grill for the main room and the temperature testing. The sinkhole repair on Newport Lane is being re-evaluated. There are two lot mowing and 68 property assessments still outstanding. Assessments not paid as of February 1, 2009, will incur monthly fees and interest charges. The RV storage waiting list is down to three (3) and another inspection will take place in February. A community inspection will be conducted in February also. Year end and New Year activities are progressing on target. The office will close one day to transfer files and perform record retention requirements; date to be announced. (Attachment)
Unfinished Business
Status of Pool Drains The Health Department notified the HOA that each of the pool drains will need covers. The covers have been ordered and will be installed by opening day of the pool. The cost is approximately $200 per cover. Money is to come out of pool budget. (Attachment)
Status of approval for 2009 Committee Members A specially called meeting was held on January 12, 2009 to approve the Standing Committee Chairmen and members. The CAM will notify any committee members on February 1, 2009 who have not paid their assessments. Those property owners who are on a Standing Committee will have to drop off the committee until assessments are paid in full.
Election and Voting Memo - 1/9/09 Vice President Ron Buzzeo stated that the community already has procedures as outlined in the CYMHOA By-Laws and that the Elections & Policy Policy as outlined is therefore not required. The Elections & Policy memorandum was referred to the CLMHOA Election Board Subcommittee.
New Business
Long Range Planning Projects Sub Committee A Board subcommittee has been formed by President Charlie Moore to prioritize Long Range Planning Projects. Those on the committee will be Charlie Moore, Chairman; Dave Grahek, Bill Lord, and Mary Lou Sholl. The committee will report back to the whole board by June 1. Bill Lord read the new charter. The subcommittee is for the purpose of prioritizing LRP projects, reaching out to the community and discussions at the membership meeting.
CLMHOA Election Board Subcommittee A Board subcommittee has been formed by President Charlie Moore. The primary function of the Sub-committee is to prepare a voting procedure that will be utilized by the Board of Directors. The chronological events list prepared by the E&V Committee will be used as a baseline reference. Those on the committee will be Ron Buzzeo, Larry Howard, and Kathy Lawson. The committee will report back to the entire board by May 1. Ron Buzzeo read the new charter.
A motion was made by Larry Howard and seconded by Bill Lord to accept the two new charters. Motion carried. (Attachments)
Resident John Reiner asked if the LRP subcommittee constitutes a Board Meeting since there would be four (4) board members present. Ron Buzzeo stated that the Board will review the question and then re-emphasized the intention of the subcommittee.
Announcements
Ron Buzzeo announced the next meeting will be Monday, February 23, 2009.
Adjournment
Vice President Ron Buzzeo called for a motion to adjourn the meeting. Bill Lord moved and Larry Howard seconded the motion to adjourn the meeting. Motion carried. The meeting was adjourned at 8:10pm.
Respectfully submitted,
Barbara L. Curran
Barbara Curran, Secretary Cypress Landing Master Homeowners Association Board of Directors
Attachments:
January 19, 2009
Bay Club
7pm
Board Members Present: Ron Buzzeo, Dave Grahek, Larry Howard, Bill Lord
Board Members Absent: Charlie Moore, Kathy Lawson, Mary Lou Sholl, Tomi Moody, CAM
Others Present: Chris Harris, Treasurer; Bill Jackson, Assistant Treasurer, Barb Curran, Secretary;
Residents Present: 18
Open Forum/Question & Answer Session
None
Call to Order
Vice President Ron Buzzeo called the meeting to order at 7pm.
Establishment of Quorum
A quorum was present.
Change of Agenda
There was no change in the agenda.
Minutes
Ron Buzzeo asked for a motion to accept the previous minutes. Dave Grahek moved and Larry Howard seconded the motion to accept the minutes of December 16, 2008 and January 12, 2009 as written. Motion carried. (Attachment)
Presidents Comments
Vice President Ron Buzzeo announced the formation of two sub-committees. One is a Long Range Planning subcommittee for the purpose of prioritizing LRP projects, reaching out to the community and discussions at the membership meeting. This committee will be made up of Charlie Moore, Ch; Dave Grahek, Mary Lou Sholl and Bill Lord. The second committee is for the purpose of reviewing and implementing Board Election Procedures. This committee will be made up of Ron Buzzeo, Ch; Larry Howard, and Kathy Lawson. There will be more about these committees under New Business.
Committee Reports
ACC Chairman Bud Larkin presented a tree situation on 101 Patuxent. The tree is on common property, has a large hole at the base, and is leaning toward the house on 101 Patuxent. The owner would like the association to remove the tree. Kay Graham has said it is a viable tree. B&G has asked arborist Mr. Keys to look at the tree. B&G will present to the Board a package deal including the removal of other trees on common property including the oak tree on Patuxent.(if Mr. Keys recommends taking it down). This should happen within the week. Bud Larkin will speak to Mr. Hildebrand about the status of the request and John Reiner will provide a cost estimate.
B&G Chairman John Reiner spoke of the sinkhole problem behind the houses on Newport Lane. The committee will be meeting with the HML Engineer to re-measure the project and ask if it is wiser to dig up the whole 160 of pipe and lay new 24 pipe. This would be a major capital maintenance project. John Reiner will provide a cost estimate. No action taken.
Cultural and Education Rick Wingard announced the April program will be a Civil War gun demonstration. Rick will apply for a noise ordinance permit. The Board raised a question of liability. Rick will check into the liability and whether residents would need to sign a waiver to participate in the demonstration. Dave Grahek moved and Bill Lord seconded the motion to approve the program. Motion carried.
Finance Committee Mike Bickel announced an overage of $33,000 in the 2008 Budget. The Finance Committee recommended the overage be placed in the Capital Repair and Replacement Reserve Fund. Dave Grahek moved and Larry Howard seconded the motion. Bill Lord asked the philosophy of the committee in its decision. Bill would like to see some guidelines to help determine where the overages should go. Residents John Moore and Frank Congleton asked if the committee had considered returning the money to the residents. Treasurer Chris Harris stated that the amount would be $45 per property and the cost of writing checks, mailing and staff time was more than the $45 dollars. Ron Buzzeo called for the vote on the motion. Motion carried by a vote of 2-1.
Treasurers Report
Treasurer Chris Harris gave the December 2008 report. The Balance Sheet showed: a) unrestricted operating funds = $476,655, restricted operating funds = $50,341, restricted reserve investments = $491,613. There are 5(five) delinquent lot mowing accounts and 175 delinquent assessment accounts. The net ordinary income for the year was $33,075 vice a budget projection of $300. Our income was $19,995 behind budget projections. Our expenses were $52,770 behind budget projections. Our restricted reserves earned interest of $17,397 - a lot of hard shopping to find good CD rates. The Finance committee will review the final 2008 Financial Reports and make a recommendation to the Board as to the utilization of the excess funds. The Treasurer recommends that all of the excess funds be designated to continue to fund the shortfall identified in the Reserve Model (Account #1325, Capital Repairs and Replacements. (Attachment)
Community Association Manager Report
Chris Harris gave the CAM report in Tomi Moodys absence. HVAC project is still waiting for the arrival of a grill for the main room and the temperature testing. The sinkhole repair on Newport Lane is being re-evaluated. There are two lot mowing and 68 property assessments still outstanding. Assessments not paid as of February 1, 2009, will incur monthly fees and interest charges. The RV storage waiting list is down to three (3) and another inspection will take place in February. A community inspection will be conducted in February also. Year end and New Year activities are progressing on target. The office will close one day to transfer files and perform record retention requirements; date to be announced. (Attachment)
Unfinished Business
Status of Pool Drains The Health Department notified the HOA that each of the pool drains will need covers. The covers have been ordered and will be installed by opening day of the pool. The cost is approximately $200 per cover. Money is to come out of pool budget. (Attachment)
Status of approval for 2009 Committee Members A specially called meeting was held on January 12, 2009 to approve the Standing Committee Chairmen and members. The CAM will notify any committee members on February 1, 2009 who have not paid their assessments. Those property owners who are on a Standing Committee will have to drop off the committee until assessments are paid in full.
Election and Voting Memo - 1/9/09 Vice President Ron Buzzeo stated that the community already has procedures as outlined in the CYMHOA By-Laws and that the Elections & Policy Policy as outlined is therefore not required. The Elections & Policy memorandum was referred to the CLMHOA Election Board Subcommittee.
New Business
Long Range Planning Projects Sub Committee A Board subcommittee has been formed by President Charlie Moore to prioritize Long Range Planning Projects. Those on the committee will be Charlie Moore, Chairman; Dave Grahek, Bill Lord, and Mary Lou Sholl. The committee will report back to the whole board by June 1. Bill Lord read the new charter. The subcommittee is for the purpose of prioritizing LRP projects, reaching out to the community and discussions at the membership meeting.
CLMHOA Election Board Subcommittee A Board subcommittee has been formed by President Charlie Moore. The primary function of the Sub-committee is to prepare a voting procedure that will be utilized by the Board of Directors. The chronological events list prepared by the E&V Committee will be used as a baseline reference. Those on the committee will be Ron Buzzeo, Larry Howard, and Kathy Lawson. The committee will report back to the entire board by May 1. Ron Buzzeo read the new charter.
A motion was made by Larry Howard and seconded by Bill Lord to accept the two new charters. Motion carried. (Attachments)
Resident John Reiner asked if the LRP subcommittee constitutes a Board Meeting since there would be four (4) board members present. Ron Buzzeo stated that the Board will review the question and then re-emphasized the intention of the subcommittee.
Announcements
Ron Buzzeo announced the next meeting will be Monday, February 23, 2009.
Adjournment
Vice President Ron Buzzeo called for a motion to adjourn the meeting. Bill Lord moved and Larry Howard seconded the motion to adjourn the meeting. Motion carried. The meeting was adjourned at 8:10pm.
Respectfully submitted,
Barbara L. Curran
Barbara Curran, Secretary Cypress Landing Master Homeowners Association Board of Directors
Attachments:
- December 16, 2009 Minutes
January 12, 2009 Minutes - Treasurers Report
- Community Association Manager Report
- Letter from Health Department (Pool Committee)
- Election and Voting Memo #3
- Long Range Planning Projects Sub Committee Charter
- Election and Voting Procedure Reformatting Sub Committee Charter.