The meeting was called to order by Frank Samuelson at 10:04 a.m. The meeting was held at the Arnold Library conference room.
Board members present included Frank Samuelson, outgoing President; Mike Willemsen, outgoing Vice-President; Eugene Bartee, Secretary; Dee Willemsen, Director; Alice Taylor, Director; Geri Hill, Director; Gaylord Blackburn, Alternate. Jeff Lindevald, Treasurer; and Jan Turner, Director were excused.
Minutes were read by the board and approved as amended; Frank motioned, Dee seconded. Vote was favorable, so moved.
Treasurer's report was unavailable. Questions were answered by Sera James, Administrative Assistant when information was available.
Discussion was made regarding Pro Solutions and Tapia, lot 135. Appears that Tapia is either selling or refinancing the property and both Pro Solutions and ALPHA will be receiving back dues.
Brian Utter presented the plans and specs of a house that he plans to build on lot 75 for approval. Board members reviewed them and approved his plans pertinent that the plans will be approved by the Building Department and any other County departments that are affected.
Discussion was made regarding the confusion of "having a regular meeting date" but not adhering to it. Motion was made by Alice Taylor to have the meeting date set and kept to. Motion seconded by Geri Hill. Vote was favorable, so moved.
Nominations of officers were made. Gene motioned that Alice Taylor be President, Nancy seconded. Vote was favorable, so moved.
Nancy made motion that Geri Hill be Vice-President, Alice seconded. Vote was favorable, so moved.
Geri made motion that Jeff Lindevald remain as Treasurer, Alice seconded. Vote was favorable, so moved.
Alice motioned that Eugene Bartee remain as Secretary, Dee seconded. Vote was favorable, so moved. Secretary duties to now include the upkeep of the Website.
Directions, recommendations, and assistance were offered by Frank Samuelson to Alice Taylor regarding President duties, expectations, time line, current issues. Items discussed included but not limited to Pool Manager, Pool Supervisors, Program Manager (pool parties and such).
Discussions were made regarding Walnut blasting the pool for winterization to remove oils on walls of pool that cause new paint to not adhere. The pool pumps need their four year overhaul and that Frank will take the units down to where he gets very reasonable rates for overhauling the pumps.
Incoming President Alice Taylor is considering reviewing the Pool Manager and Pool Supervisor positions next year in Spring when position needs to be filled. To create a Program Management committee to oversee those duties. And to utilize an ID card program that the Administrative Assistant and Vice-President will create to relieve the Association from issues that occurred in the past.
Alice and Geri agreed that there needs to be an agenda written up for all future meetings that include but not limited to: Homeowners Concerns, Pool Update, Old Business, New Business, EPPOC report.
Motion was made by Geri to up the transfer fee for new buyers into Lilac Park. Current rate is $100. Our charge is very low compared to local HOA's and we have room to rise it. Board agreed on $125 as of 01/01/05, Alice seconded the motion, vote was favorable, so moved.
Motion was made to send representatives to Sharon Torrence's retirement party on January 15, 2005 and to pay their and their spouse's dinner bill. Costs to not exceed $110.00. Motion made by Alice, seconded by Geri, vote was favorable, so moved.
Sera brought up the Workman's Compensation Bill. We hire pool supervisors and any other assistance as independent contractors. This type of subcontractor does not require workman's comp insurance but considering the cost of an infraction if we do indeed need to cover them, the $650 a year is cheap insurance. Sera instructed to pay balance of bill for Workman's Comp.
Sera mentioned that the budgeted expense for property insurance was between $800-900 and the only bill she has received to date is for a total of $187.00. Sera to speak with Treasurer Jeff to see what else is put into this Budget Item to determine discrepancy.
Under New Business, the Annual Christmas Party was brought up, all board members and their spouse are guests of the HOA and the HOA covers the bill for the meals. Alice and Geri suggested a committee be made and asked Nancy and Dee to be the committee and bring to the next meeting a couple of choices of place, date, menu, etc to be voted on by the Board. They're looking into Bristol's as the owners are homeowners in our Association.
Frank passed to Alice a copy of the Grant Deed that shows stipulations regarding necessity of keeping a pool for the homeowners as a condition of the granting of the deed. Alice is looking into obtaining a Quitclaim Deed that will the HOA to determine the highest and best use of the pool area including reducing the size of the pool and adding a clubhouse.
HOA's are now needing to do a Reserve study to include condition of all assets. Report will be made and all homeowners will now be able to obtain reports of conditions of all assets and be forewarned if need of special assessment will need to be made in order to refurbish/replace/upgrade any said asset.
November Meeting Saturday November 13, 2004 10 am, at the Arnold Library.
Meeting adjourned at 11:58.
Respectfully submitted,
Sera A James,
Administrative Assistant
Edited and Published by Eugene G. Bartee