MINUTES FOR THE MEETING OF THE BOARD OF DIRECTORS OF THE EAGLE CREST MASTER ASSOCIATION

Transcription

1 MINUTES FOR THE MEETING OF THE BOARD OF DIRECTORS OF THE EAGLE CREST MASTER ASSOCIATION CALL TO ORDER ATTENDANCE PRIOR MINUTES OLD BUSINESS Pursuant to call by the President of the Association, the second quarter meeting of the Board of Directors was held on May 18, 2012 at 10:00 a.m. at the Administrative Office of Eagle Crest Resort, Redmond, Oregon. Directors present included Pat Duffy, Mike Bessonette, Bill Neumann, Chris Earnest and Hank Cavender. Staff members present included Curt Heimuller, TJ Paskewich, Karen Smith, Robin Dowty and Debbie Hahn. Several owners were also present. Pat Duffy, President, presided at the meeting, and Debbie Hahn recorded the minutes on behalf of the Secretary. Following motion duly made, seconded and carried, the reading of the prior meeting minutes dated February 10, 2012 and April 19, 2012 was waived and the minutes were approved as distributed. Pat announced the agenda for the meeting (see attached) and opened the discussion of business items. No formal business pending. NEW BUSINESS FINANCIAL REPORT Robin Dowty reviewed the audited 2011 financial statements ( Attachment 1 ) and asked the board members to review the statements and forward any comments within one week. After this comment period, the accountants, Williamson & Associates, will issue final statements and they will be posted on the owner website. Robin referred directors to the written financial summary ( Attachment 2 ) for a description of adjustments made by the accountants during the audit process. Robin then reviewed the internally prepared first quarter 2012 financial statements ( Attachment 3 ), noting activity for the first quarter is tracking close to budget. Robin referred directors to the written financial summary, commenting further as follows: Sports Center: Bike rentals is at 11% year to date, which is due to poor weather through the first quarter. The supplies expense is lower than budget, which is likely due to timing of purchases. Robin noted there are no insurance claims to report at this time. RESOLVED, that the financial report submitted by Robin Dowty including Attachment 2 and Attachment 3 be hereby approved 1

2 subject to audit. Karen referred to a document previously distributed to directors titled ECMA Proposed Bank Account/Signing Resolution May 2012 ( Attachment 4 ) noting that management requests the board adopt an updated standing resolution regarding bank accounts and authorized signers. Following discussion, and upon motion duly made and seconded, the following RESOLVED, that the operating fund bank account remain at Bank of the Cascades and that the reserve fund investment account remain at Edward Jones Investments; and BE IT FURTHER RESOLVED, that the action of the Treasurer to open additional bank accounts for reserve funds at FDIC insured institutions Bank of the Cascades, Sterling Savings Bank and Northwest Bank be hereby ratified and that the Treasurer be authorized to open additional bank accounts at FDIC insured institutions as needed to limit total deposits at any one institution to a maximum of $250,000; and BE IT FURTHER RESOLVED, that all of the following persons are confirmed and/or appointed as authorized signers on all accounts for vouchers for all budgeted expenses and up to $1,000 for unbudgeted expenses approved by the managing agent, and that the managing agent be required to obtain the approval of the President or Treasurer for unbudgeted expenses exceeding $1,000: Curt Heimuller Robin Dowty Managing Agent Vice President Managing Agent Controller RESERVE EXPENSE REPORT Karen Smith reviewed the Evaluation of Reserve Account Expenditures vs. Budget per 2012 Reserve Study ( Attachment 5 ). Planned items (noted by yes in the column labeled planned ) have already received approval. All activity to date is within the approved budget and there are no variances to report on the planned items. Karen reported there was a fire hydrant that required replacement, noting a fire hydrant required replacement in February also. In response to director question, TJ Paskewich noted the hydrants are tested periodically as required by the fire department and at the time of testing, the failures were noted. Neither hydrant was able to be repaired and replacement was deemed necessary. Management requested approval of the variance for a second fire hydrant replacement. Karen noted fire hydrants are assets listed in the 2012 reserve study titled Water Infrastructure Repair Estimation Plan. RESOLVED, that the Evaluation of Reserve Account 2

3 Expenditures vs. Budget per 2012 Reserve Study dated May 4, 2012 ( Attachment 5 ), including the noted variance for the fire hydrant replacement at a cost of $3,800 be hereby approved as recommended by management. Karen provided a verbal report on the status of pursuing a law change for reserve investments. Karen noted she has been assured by Representative Gene Whisnant that the topic would be included on the agenda for his legislative committee meeting in September. Additionally, David Bishop has had conversations with the Oregon Bankers Association and they have advised they do not intend to oppose the proposed change, which is very positive news. David has also requested funds from his company, Edward Jones Investments, to donate to the Community Associations Institute Legislative Action Committee to fund drafting the text of the legislation. No opposition has been encountered to this point. UTILITIES SYSTEMS REPORT OPERATIONS REPORT TJ Paskewich reviewed the Water Consumption Report ( Attachment 6 ) noting there is nothing unusual to report other than the fire hydrant replacement which was previously addressed. TJ Paskewich referred directors to the written Operations Report ( Attachment 7 ) and Sports Center Usage Statistics ( Attachment 8 ). TJ provided paint color samples relating to the request to change the exterior paint color at the Resort Sports Center, which were also previously distributed to directors via ( Attachment 9 ). TJ noted the new colors have been approved by the Environmental Control Committee. Regarding the ball field fence, directors asked management to receive ECC approval for the removal, and if ECC approves, directed management to remove the fence. ENVIRONMENTAL CONTROL COVENANT COMPLIANCE Hank Cavender, Committee Member, advised the committee approved the color change at the Sports Center. There was no other activity to report. Hank Cavender, Committee Chair, advised there was no activity to report. Hank noted the committee is currently short one member due to Doug Bristol relocating out of the area. Hank will recommend a replacement at a future meeting. Hank lead discussion regarding amending the committee purpose statement to add review of the governing documents, including those of the sub-associations. Pat asked Hank to provide a written statement including a proposed resolution to present at the September meeting. GOLF STUDY Hank Cavender, Committee Chair, reported the committee is short one member 3

4 RECORDS EXAMINATION POLICY ANNUAL MEETING PLANNING with Doug Bristol relocating out of the area. Hank will make a recommendation for replacement at a future meeting. Since the May meeting, the committee has met with the principals of Northview to discuss several proposed changes in the term of the current lease. Scott Pickert with Northview will respond to the proposed changes, and then a follow-up meeting will be held. TJ referred to the Record Examination and Privacy Policy Supplemental Guidelines for Management Company Policy Implementation ( Attachment 10 ) noting this is a supplemental guideline for the policy presented at the first quarter meeting. Pat noted he felt if any committee minutes included negotiations, it would be inappropriate to share those documents. Pat also felt in some instances, the Board should approve specific requests rather than the President. After discussion, management was directed to revise the document to edit the committee section and note requests will be referred to the President and if the President deems necessary, to the Board. Karen Smith confirmed the two year term of service for the two Vacation Resort Directors (Pat Duffy and Bill Neumann) expire this fall. She advised the terms of the bylaws dictate that process, so appointment of a nominating committee is not required. Only VROA members will vote on the election of Vacation Resort Project Directors for the ECMA Board. The annual meeting date of September 22 nd was confirmed. OTHER BUSINESS TJ asked Karla Beesley, EHOA member, to present the proposal submitted by members of the Eagle Crest Doggie Group ( Attachment 11 ). Mike Bessonette noted EHOA recently passed a motion supporting the dog park, along with $2 per year per owner to support the dog park. Karla noted the Ridge at Eagle Crest Owners Association has discussed the off-leash dog area and are waiting to see if the proposal is approved by ECMA today. Pat noted the group will need to determine the exact location and size of the off-leash area, along with all other details. Pat noted this subject will be re-addressed in September once all details are addressed and submitted to the Board. TJ referred to a marked copy of the Services and Lease Agreement with The Sanctuary and Open Spaces ( Attachment 12 ) and Karen discussed the marked changes. Directors instructed management to incorporate the changes into a final copy. Management requested the board authorize the President to sign the final agreement. RESOLVED, the Services and Lease Agreement with The Sanctuary and Sacred Spaces ( Attachment 12 ) be hereby approved and that the President is authorized to sign on behalf of 4

5 the Association. Mike Bessonette noted EHOA would like to request mutual termination of the lease for the pool and tennis courts in the EHOA neighborhood. Mike noted these areas receive very heavy usage in the summer and have experienced some vandalism. TJ noted the lease termination would result in a reduction of budgeted costs for ECMA members. Mike indicated EHOA would like to request termination take place as soon as possible. Pat noted there are additional details of the lease termination that should be researched prior to approval. Directors agreed and management was directed to work with the EHOA representatives to finalize the details and present to directors at a future meeting. Mike Bessonette provided a brief update regarding the Sports Center Joint Use Agreement. Mike noted there is a committee that has met and will present a request to negotiate the 2013 Joint Use Agreement in the summer. The initial indications he received are to include more details on facility operations. The goal is to have all the details clarified prior to budgeting in the Fall. Karen Smith referred to the document titled Discussion Topics for Proposed ECMA Ladder Fuels Reduction and Defensible Space Policy ( Attachment 13 ) that had been previously provided to directors. Karen indicated management would like clarification on the direction the board would like to take so a draft policy can be developed. Pat asked to get input from sub-associations and discuss further at a future meeting. The Board adjourned to executive session at 12:00pm. Upon reconvening from executive session, the following action was taken. resolution was unanimously approved (Chris Earnest abstained): RESOLVED, that the First Amendment to the Amended and Restated Management Agreement with Eagle Crest Management, LLC ( Attachment 14 ) be hereby approved. Directors confirmed the third quarter meeting date of Friday, September 21, 2012 at 9:00 a.m. ADJOURNMENT There being no further business, the meeting was adjourned. Secretary to the Association 5