Approved - Clift s Cove Homeowner s Association Board of Directors Meeting Minutes of 12 June 2018

Transcription

1 Approved - Clift s Cove Homeowner s Association Board of Directors Meeting Minutes of 12 June 2018 Attendees: Jon Campbell (President), Dud Fagan (Secretary & Website), Steve Sullins (Board Member - Grounds & Landscaping), Jim Cambron (Board Member ARC & Signage), David Barrett (Board Member Maintenance & Repairs). Board Members Absent: Don Story (Vice-President & Recreation), John Anderson (Treasurer), Reamer Argo (Board Member Security & Social), and Marion Myers (Hughes Properties - HOA Administration). Proxy: Jon Campbell held proxies for John Anderson, Reamer Argo; Jim Cambron held proxy for Don Story. Visitors: None Open Session: They re being a quorum of the Board present Jon Campbell called the meeting to order and opened the meeting with a prayer. Meeting Discussions: None General Items: Review of Past Minutes: Dud Fagan reviewed the meeting minutes of 1 May No exceptions were noted by the Board. David Barrett made a motion to approve the minutes as written; Jim Cambron 2 nd the motion; the Board unanimously approved the motion. Budget: John Anderson provided (via prior to this meeting) a synopsis of, and prediction of performance of the 2018 budget based upon the current outlays of monies to date this year. The Board discussed this budget analysis, our current major project expenditures and expected spend to complete all major on-going projects this year. The Board is monitoring spending closely to ensure we are diligent in approving further expenditures so that we continue to remain within budget for Hughes Report: Dud Fagan reviewed the monthly Hughes Report submitted by Marion Myers and noted two new residents in the Community. Accounts Receivable now owed by 4 1

2 homeowners with one making payments, and the other three having liens in place on their properties. Jon Campbell discussed the proposal from Marion for an alternative to filing a lien for nonpayment of dues. It is in lieu of foreclosure of the property and actually forces the sale of property to recoup funds. Of concern to the Board was: 1) the drastic action of this approach and 2) the stipulation that the Attorney would re-coupe costs and fees from the Association if the cost and fees were not able to be paid by the homeowner upon the forced sale of the property. This action is not in line with the Board s approach to managing the Community and has a risk the Board is not willing to take. The recommendation to adopt this course of action was not adopted by the Board. Architectural Review Committee (ARC) Report: Jim Cambron discussed the issue brought up by Reamer Argo to remove trees in the lakes and on shore that are unsightly. Jim had three professional tree removers look at the lakes and has determined that this is a costly endeavor with high risks to damage the turf surrounding the Lakes due to the requirement for the use of heavy equipment to permanently remove the trees and their roots, and the issue of some of the trees actually growing underwater. The Board accepted the $3,450 proposal to remove the three willow clusters, but Jim recommended we delay this work until the lake levels drop (this winter) to allow the trees to be trimmed to a level that will be beneath the normal lake water level when the water level returns to its normal water line. Although the tree roots will not be removed, cutting the trunks below the water line should hinder the shoots from returning as fast as otherwise leaving them above the water line. The Communities competitively selected tree cutter will be notified when the lake level lowers sufficiently to cut the three willow clusters. Security Report: The Board noted that no new security incidents occurred this past month, or for the past year. Dud Fagan requested the Board consider purchasing Uninterruptable Power Supplies (UPS) for the computer, security system and internet modem in the Clubhouse. Power outages (especially the short duration outages) cause loss of internet connection which affects the internet modem connection, security system, and key card system. Restoring the system after a power fluctuation or outage requires manual re-booting by someone each time and is becoming more frequent. UPS systems range in price from $50 to $200. Prices are driven by load capacity and length of time to provide power. Jon Campbell suggested we contact COMSEC and see if they can supply the suggested UPS systems. Lakes, Grounds, and Landscaping Report: Steve Sullins reported that he is monitoring Coleman s Landscaping Maintenance performance. David Barrett recommended that we send the Landscaping Maintenance RFP to other vendors (that Marion will provide a list from other Associations performance) to see who else may be interested in bidding on our work. 2

3 Dud Fagan noted that Coleman still thinks it can cut the grass on Jack s Lake dam and the two areas below the dam off Southern Pointe Drive every other week and that if a week is missed due to wet or swampy conditions, the grass is not cut the next week but let go to the next scheduled cut this allows more than 3 weeks delay and causes the weeds to grow higher and encourages the rats, mice, and snakes nesting in the tall grass. Jon Campbell inquired if Coleman applied for the Madison City Beautification Award again this year (application was due by May 10 th ). Jon wanted to know if we had won an award again. Steve Sullins will contact Coleman to confirm. The award ceremony is next week. Dud Fagan reported that HBA Landscaping gave an estimate of $1300 to install a temporary irrigation system for the front entrance lake to assist the vines to grow and thrive. Dud will contact HBA to get a recommended time to honor warranty and install temp irrigation system. Social Committee Report: The next adult social is Saturday 23 June and is an Italian Theme. Hughes Properties sent post card invitations out in the mail in early June. Dud Fagan will post notice on social media sites this week. We still do not have a lead for the remaining kids events this year and the next one is the Summer Back to School Splash Party on Saturday 18 August. Maintenance and Repair Report: David Barrett reported that the Tennis Court re-surfacing has been completed and looks very good. Steve Sullins reported that he has had the sprinklers adjusted and repaired around the Tennis Court to keep the water off the court surface. David Barrett reported that the remaining Exercise Room equipment (rowing, step-master machine, and new large screen TV) will be ordered and installed in the next few weeks. Recreation Report: Jon Campbell reported that the Pool Shade Cover project is nearing completion, but the column covers ordered were too small in diameter and needed to be re-ordered from the manufacturer. Jon discussed the mud drainage issue onto the pool deck and the contractor has proposed a lower cost alternative gravity fed solution that will be installed in next few weeks. Steve Sullins reported the Kids Playground installed drain slew is working to divert water from washing through the playground and washing the mulch away. Community Web Site Report: Dud Fagan reported that the web site contains up-to-date Community Events, Presidents Spring Letter, and Approved BOD Meeting Minutes. Our Nextdoor.com Clift s Cove Blvd neighborhood is of households signed up. Dud Fagan reported that the search for a new website developer continues. 3

4 Action Item Review: The Board reviewed the Current Open Action Items that are at Addendum 1. Jon Campbell recommended the Board not meet in July but attend to any business via and recommended the next Board meeting be scheduled on Tuesday the 7 th of August Jim Cambron motioned to approve this date; motion 2 nd by Dud Fagan; the motion was unanimously approved by the Board. There being no further actions to discuss Dud Fagan motioned for the meeting to be adjourned; 2 nd by David Barrett; the motion was unanimously approved by the Board. Addendums: 1). CCHOA Board Action Item Review 4

5 Addendum 1 CCHOA Board Action Items As Of: 06/12/18 Item Description Date Board Lead Status Remarks Number Opened Replace Pool Shade Cover 1 Dec 15 D. Story / D. Fagan Open Project almost complete pending installation of column covers. Addition of drainage project to keep mud from pool Update CCHOA By- Laws and Restrictive Covenants Replace and add Clubhouse outside speakers and microphone Develop a Residents Directory to publish on secure portion of the new CC Web Site Consider replacement of Internet provider WOW with AT&T to save monthly costs Consider a new Grounds Maintenance provider Recreation Room Upgrade Investigate Front Entrance South Lake Level issue deck to be completed soon. 13 Sep 16 J. Campbell Open Jon taking lead to update documents to be more closely aligned to current community needs and not developer needs. He will be sending a matrix for Board Member inputs. 13 Sep 16 D. Barrett Open D. Barrett researching appropriate equipment for installation. 17 Jan 17 D Fagan Open Draft Directory developed and planned to be incorporated into new web site development. 17 Jan 17 D. Barrett Open David Barrett researching costs of each vendor and make recommendation to the Board. 11 Jul 17 S. Sullins Open New landscape maintenance contract developed. Board now recommends sending RFP to other vendors recommended by Hughes Properties. 11 Jul 17 S. Sullins Open Phase II on-going with addition of Rowing, and Elliptical machines, and TV as they are 11 July 17 B. Dunbar & S. Sullins 5 Open received. Temp irrigation system recommended looking for recommendation from HBA Landscaping for timing to replant and install temp irrigation system. Further investigation of lake leak by foliage on sand island in lake required Revamp web site 8 Aug 17 D. Fagan Open Dud Fagan briefed outline and gained Board approval to proceed to develop cost estimate. Vendor being sought.

6 Update and repair playground equipment Update Long-range Maintenance Plan Recruit new lead for Kids Community events Clift s Cove Blvd Exit Lane markings 11 July 17 S. Sullins Closed Obtain estimates and make recommendation to Board for additional playground items. Weeds and ants have been killed, mulch added, and water run off diverted to retain mulch installed. 07 Nov 17 D. Barrett Open Update current plan and further discuss funding issues 07 Nov 17 R. Argo Open New lead required for 2018 Kids Events. Board agreed to ask Helping Hand Parties to lead. 07 Nov 17 J. Campbell Open Jon Campbell asked Councilman Tommy Overcash to get City to study, approve, and paint markings. T. Overcash at BOD Meeting in Feb stated he will push City Maint. Dept. to complete Resurface Tennis Court 5 Dec 17 D. Barrett Close Erosion control installed. Court resurfaced Stain New Bridge 9 Jan 18 J. Campbell Close Bridge stained Install UPS for Clubhouse computer systems 9 Jan 18 R. Argo Open Reamer Argo to contact COMSEC to install Order new umbrellas and replacement pool furniture 6 Feb 18 D. Story Open Board agreed to expenditure of funds, previous vendor out of business, new vendor needed, selection of furniture will be made after pool opens and older furniture placed. 6

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