ROCK CREEK PROPERTY OWNERS ASSOCIATION Board Meeting Minutes, July 21, 2011 Meeting Held at Rock Creek Clubhouse BOARD MEMBERS PRESENT: Joe Colingo, Harry Kohler, Jimmie Weems, Lee Frailie, Marvin Wilder, Nick Gill, Ed Hammele, John Frazier, David Morgan, Paul Low, Terry York, and Ann McLaurin PROOF OF NOTICE OF MEETING: Notice of the meeting was published on the web-calendar and sent by email to all Directors. APPROVAL OF MINUTES: The minutes of the June 14, 2011, Regular Board Meeting were approved without corrections. OFFICER/COMMITTEE REPORTS: Executive Committee: No report. Treasurer (Ed Hammele): The following two reports were provided showing the finances of the Association: YTD Actual vs Budget (Accrual Basis) as of June 30, 2011 (Attachment 1) Balance Sheet as of July 18, 2011 (Attachment 2) Harry Kohler reported that the paperwork had been completed to open an account with BB&T Bank. Once this paperwork is processed by BB&T early next week, $80,000 will be transferred into this new account from the Association s existing account with BanCorpSouth. This will bring the funds remaining with BanCorpSouth down below the FDIC insurance limit. The funds in the BB&T account will serve as the Association s operating funds and be used to pay for budgeted expenses. The funds in the BanCorpSouth account will serve as the Association s reserve funds and be used to pay for unexpected major expenses. Environmental & Landscape Committee (Paul Low): There were no significant issues/concerns to report. Architectural Review and CC&R Committee (Helen Chappelle): See Attachment 3 for the Committee s report. Security Committee (Ann McLaurin): See Attachment 4 for the Committee s report. Ad Hoc Committee Studying the Swim, Tennis, and Fitness Club (Paul Low): Honuours Golf is continuing to consider possible involvement. At this point, the biggest restraint to any possible action by the interested parties is Vision Bank which owns the property and steadfastly refuses to lower the current unreasonable asking price they have placed on the property.
Community Liaison & Traffic Committee: Ed Hammele moved to recombine the Community Liaison & Traffic Committee and the Security Committee. The motion was duly seconded. A vote was taken and the motion adopted. Ann McLaurin, who currently chairs the Security Committee agreed to chair the new Community Liaison, Traffic, & Security Committee. Lee Frailie volunteered to serve on the Committee. Social Committee: This Committee currently has no Chairperson and is inactive. Communications Committee: John Frazier agreed to chair this Committee. Ann McLaurin and Jimmie Weems will be serving on the Committee. The Committee s most pressing order of business is to get a newsletter published as soon as possible. UNFINISHED BUSINESS: Lee Frailie moved to allow the Association s counsel, Cathy Golden, to continue with collection actions against delinquent property owners up to the point of placing a notice of foreclosure in the newspaper. Prior to actually placing the notice, a decision on whether to proceed will be made by the Board. The motion was duly seconded. A vote was taken and the motion adopted. Harry Kohler reported that a way had been found to include the garden club newsletters on the Association s web site without clogging up the News Crawler. NEW BUSINESS: Joe Colingo moved to reject the appeal from Mr. Karl Gottfried regarding the Architectural Review and CC&R Committee s imposition of sanctions for removing a tree the Committee had denied approval to remove. The motion was duly seconded. A vote was taken and the motion adopted. ADJOURNMENT: The meeting was adjourned at 6:10 PM. Respectfully submitted, Harry Kohler, Secretary
Rock Creek Property Owners Association YTD Actual vs Budget (Accrual Basis ) as of June 30, 2011 Actual Budget Over or (Under) YTD Budget % of Budget Income Architect Review Fees 0 50 (50) 0% Bank Interest 1,299 1,240 59 105% Member Dues 198,900 198,900 0 100% Contrib. from Other POAs 1,062 1,062 0 100% Other (Note 1) 9,843 4,240 5,603 232% Total Income 211,104 205,492 5,612 103% Expense Environmental 0 240 (240) 0% Insurance 4,628 4,000 628 116% Landscape Maintenance (Note 2) 42,200 41,784 416 101% Legal Fees 4,080 3,240 840 126% Maintenance 2,385 12,490 (10,105) 19% Management Fee 7,200 7,200 0 100% Membership Activities 3,215 3,000 215 107% Miscellaneous Expenses 385 490 (105) 79% Office Supplies 444 190 254 234% Postage 149 300 (151) 50% Federal Income Tax 560 600 (40) 93% Telephone 1,508 900 608 168% Utilities 7,632 7,500 132 102% Total Expense 74,386 81,934 (7,548) 91% Net Income 136,718 123,558 13,160 111% Note 1: Note 2:Approved annual Landscape Maint. Late Payment Fees 2,205 Budget of $111,085 revised to $83,564 Interest on Unpaid Balances 2,184 to reflect actual contract price Lien Fees 494 Fines 2,460 Title Transfer Fees 2,500 Attachment 1
Rock Creek Property Owners Association Inc. Balance Sheet As of July 18, 2011 ASSETS Current Assets Checking/Savings BANCORPSOUTH BANK 321,335.00 Total Checking/Savings 321,335.00 Accounts Receivable Accounts Receivable 28,432.32 Total Accounts Receivable 28,432.32 Total Current Assets 349,767.32 TOTAL ASSETS 349,767.32 LIABILITIES & EQUITY Liabilities Current Liabilities Other Current Liabilities Refunds -- Other Liability Refundable Builders Deposits 2,500.00 Total Refunds -- Other Liability 2,500.00 Total Other Current Liabilities 2,500.00 Total Current Liabilities 2,500.00 Total Liabilities 2,500.00 Equity Retained Earnings 212,473.61 Net Income 134,793.71 Total Equity 347,267.32 TOTAL LIABILITIES & EQUITY 349,767.32 Attachment 2
Rock Creek Architectural Review Committee - Minutes for Meeting July 7, 2011 Present: Helen Chappelle, Lee Frailie, Tony Gasbarro, Sylvia Minton, Worth Van Zandt, Jimmie Weems, Marvin Wilder and Harry Kohler Property Address Discussion Committee Action Discussed criteria used to grant approval to remove a tree. Criteria to be used: Does the tree predate the home? Is the tree diseased? Is the tree leaning/could it create damage? Is the tree too close to the residence? Is it an inferior tree species? 100 Clubhouse Drive 103 Pebble Court Swanzy Residence 122 Old Mill Road James Hughes Residence 101 Beaver Dam Miller Residence 928-3748 107 North Creek Circle, Gratz 421-2828 Discussed the need for a policy to address the lack of landscape maintenance when a property is in foreclosure and/or when the owner steadfastly refuses to perform the required maintenance. Discussed sending a postcard to residents to raise awareness of common ARC infractions. Cost to be approximately $400. Requests permission to remove dying tree from front yard. Requests permission to remove 2 dead trees from left side of front yard. Requests permission to remove two diseased water oaks HVAC screening, Jim will enhance it but noted it has to be temporary so that if someone builds on the lot If a tree does NOT predate the home and is considered to be an inferior tree species and if the Committee approves its removal, a replacement tree must be planted that is 3 in diameter measured 24 above ground. Referred to Board of Directors for action.
Property Address Discussion Committee Action 110 Old Mill Road Bryan Moseley 990-6042 home 583-2844 cell next door they can get access to the rear of the lot. Confirming past approval of tree removal. 143 Clubhouse Circle Marguerite Summerford 928-3921, 463-8000 227 South Drive Diana Gardiner 210-4482 103 Oakbend Court Candace Lanier 928-7477 Requests approval to remove two trees that are leaning toward the residence. Requests approval to remove a dead pine tree in the left side yard. Requests approval to remove river birch from front yard. Approved, must plant a replacement tree with a 3 diameter, measured at 24 from the ground. Attachment 3
SECURITY COMMITTEE REPORT, July 21, 2011 According to Fairhope Police and their new tracking program, things are pretty calm with few, if any problems occurring. You can log onto the new mapping system at www.crimereports.com and type in the address of the area you are checking to see if anything is happening around you. Domestic violence is not tracked, neither are juvenile crimes. Also, if you see anything strange in your neighborhood, you can anonymously provide the police with a tip and they will check into it. Citizens Advisory Committee met this Tuesday at 6 pm. Topics discussed included: land lines for phones and security systems false alarms crime mapping system Next meeting is Tuesday, August 9 at 6 pm at Nix Center. These meetings are open to the public. POA needs to discuss the feasibility of Neighborhood Watch. Are there any new security issues/problems that we need to inform police about? Attachment 4