CLEARBROOK HOMEOWNERS ASSOCIATION Board of Directors Meeting Minutes 102 Eagles Nest Rd., Lincoln, NH 8 April 2000

Transcription

1 CLEARBROOK HOMEOWNERS ASSOCIATION Board of Directors Meeting Minutes 102 Eagles Nest Rd., Lincoln, NH 8 April The meeting was called to order by Board President Tom Holt at 8:18 AM. Other board Members present were Carol Jameson, Dave Hansen, Jules Kendall, Mike Clarke, and Dave Hanson. 2. Treasurer s Report: Provided by Dave Hanson, Treasurer. Mr. Hanson reviewed the March financial statements with the Board. 3. Investment Committee Report provided by Dave Hanson, Chair. 4. The Board discussed Evergreen Management's having used the CBHOA dumpster to dispose of trash from the Ramshorn development on Loon Mtn. Ramshorn has agreed to pay CBHOA $9300 for dumping that may have occurred over the past 3 years. Evergreen will reimburse Ramshorn $5300 of this amount. Because the amount offered was estimated as being at least adequate to cover the exceptional dumping charges over the past three years and the legal charges of pursuing the matter further, no further legal action against Evergreen will be taken other than that noted in item Upon advice of counsel, the Board will inform Evergreen Management that CBHOA considered it to be in breech of contract because of its actions regarding the disposal of another development's refuse, which resulted in CBHOA's paying added tipping fees as well as cleaning up around the dumpster. 6. Tom Holt reported that Jules Kendall will chair a search committee to find a new management company. Counsel had previously suggested two companies to Tom Holt that will be considered. Landscape Committee chair, Mike Clarke, reported that Belknap Landscape would be prepared to bid on the spring cleanup of Clearbrook. The possibility of engaging a management company to handle only management, receivables, expenses and contract issues and an individual to be on site take care of day-to-day maintenance and cleanup was discussed. 7. There being no further business, Carol Jameson, #113, moved, seconded by Jules Kendall, #102, to adjourn the meeting. This motion passed unanimously and the meeting was adjourned at 9:25 AM. Respectfully submitted, Michael J. Clarke Association Secretary

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3 CLEARBROOK HOMEOWNERS' ASSOCIATION 2000 Semi-Annual Meeting Minutes Hancock Room, Loon Mountain, Lincoln, NH 8 April The meeting was called to order at 10:07 AM by Board President Tom Holt. Mr. Holt introduced the following board members: Carol Jameson, Jules Kendall, Jim Corbett, Dave Hanson, and Michael Clarke. 2. Thomas Holt announced that a quorum was present as 116 units were represented either in person (84) or by proxy (32). 3. Thomas Holt then read the proof of notice of the semi-annual meeting that had been mailed to all unit owners. 4. Ted Sutton of Loon Mountain summarized recent developments at Loon. The wildlife theatre has been closed and will be turned into a bike shop. The daily skier limit remains at Association Treasurer David Hanson provided the following Treasurer's Report: 5.1. The Association's accountant, David Penchansky, has completed the audit of the financial records for the fiscal year ending 31 October The accountant raised no issues. The association's taxes were filed on time. 5.2 A small gain from last year was carried forward into year. 5.3 The present cash balance is $54, Accounts receivable are $9,400, most of which is owed by 4 homeowners. 5.5 Revenue is on budget. Expenses are slightly under budget 5.6 Year-to-date, the Association's operating expenses are very close to budget. 6. David Hanson, Chair of the Investment Committee, reported that the Association funds are invested with Fidelity Asset Manager, Fidelity Cash Management, Fidelity Equity II Fund and the Spartan Money Market Fund along with funds also being on deposit with local banks. Consequently, the reserve fund of approximately $291,000 is distributed approximately: 1/3 cash, 1/3 utilities, and 1/3 conservative equity income fund. For the 1999 calendar year, the Association realized a year-to-date gain on its investments of 9.5%. Year-to-date, from January 1, 2000, the Association's investments have earned a year-to-date gain of about 5.5%. Mr. Hanson noted this investment rate is subject to change.

4 7. Tom Holt reviewed the association's significant problems with staircases, erosion issues, drainage, and the overall look of landscaping in the development. Mike Clarke, co-chair of the landscape committee then reviewed the process whereby the association selected Belknap Landscaping Company (BLC) as our landscaper. Hayden McLaughlin president and owner of BLC described the landscaping plan, with emphasis of stair replacement. A model of the stairs had been constructed for viewing by the membership in the room. A representative from Timbertek described the composite material to be used for nonskid surfaces on the stairs. The Timbertek composite was presented as a second-generation material that does not absorb moisture or expand as much as earlier materials. The product is warrantied for 10 years and has a proven record in ski areas and meets ADA standards. It is nonstructural and costs approximately 40% more than #1 grade pressure-treated lumber. After considerable discussion, the Landscape's Committee's motion to approve a special assessment of $1,525,000 for landscaping, erosion control, stair replacement in 5 annual installments was called to a vote. This passed by the following margins: For Against Show of hands from the floor: Floor proxy votes 3 5 Proxies mailed to the president 24 6 Total Tom Holt presented the facts of employee's of Evergreen Management's having used the CBHOA dumpster to dispose of trash from the Ramshorn development on Loon Mtn. Ramshorn has agreed to pay CBHOA $9300 for dumping that may have occurred over the past 3 years. Evergreen will reimburse Ramshorn $5300 of this amount. Because the amount offered was estimated as being at least adequate to cover the exceptional dumping charges over the past three years and the legal charges of pursuing the matter further, no further legal action against Evergreen will be taken by CBHOA other than that noted in item 9. Carl Erickson (93M) indicated that a complaint (#LS2927B) had been independently filed with the Office of the New Hampshire Attorney General. The consensus of the meeting was overwhelming to sever the relationship with Evergreen Management. 9. Upon advice of counsel, the Board will inform Evergreen Management that CBHOA considered it to be in breech of contract because of its actions regarding the disposal of another development's refuse, which resulted in CBHOA's paying added tipping fees as well as cleaning up around the dumpster. 10. Tom Holt reported that Jules Kendall will chair a search committee to find a new management company. Volunteers for the committee were requested. Unit owners requested an on-site person on weekends, who could more readily respond to problems when owners were more likely to be present.

5 11. New Business: The proliferation of propane tanks in the development was noted and whether these were up to code. 10. There being no further business, Carol Jameson, #113, moved, seconded by Jules Kendall, #102, to adjourn the meeting. This motion passed unanimously and the meeting was adjourned at 11:56 AM. Respectfully submitted, Michael J. Clarke Association Secretary

6 CLEARBROOK HOMEOWNERS ASSOCIATION Board of Directors Meeting Minutes Rachel's Restaurant, Loon Mtn., Lincoln, NH 8 April The meeting was called to order by Board President Tom Holt at 2:15 PM. Other board Members present were Carol Jameson, Dave Hansen, Jules Kendall, Mike Clarke, and Dave Hanson. 2. Jules Kendall reported that he was developing regulations for propane tanks installed in Clearbrook. Mike Clarke suggested that the association require homeowners to show proof that the tanks have been properly installed, inspected and provide a plot plan showing the location of the tank and connecting line. Evergreen Management has some plot plans indicating present installations that should be turned over to the Association. 3. The contract proposal from Cartographic Associates, Inc. of Littleton, NH for the following addition to the association's planning maps were unanimously approved. A. 1. GPS location of utilities/culverts $ 1, Integration- Existing and new data $ Unit numbers and road names $ 150 B. Compilation and GIS Processing $ 460 C. Preliminary and Final Plots/CD-ROM $ 200 Total $ 3, Volunteers for the search committee for a new management company included: Esther Schneiderman, Linda Erickson, and Andrea Procita. 5. There being no further business, Carol Jameson, #113, moved, seconded by Jules Kendall, #102, to adjourn the meeting. This motion passed unanimously and the meeting was adjourned at 3:30 PM. Respectfully submitted, Michael J. Clarke Association Secretary